How to Use Microsoft Access
Level of difficulty:
Microsoft Access is a relational database management system included in the Microsoft Office Suite. Microsoft Access is used by non-professional developers to create and control database application without expert help. With Microsoft Access, users can easily create tables, forms, queries and reports. Users can connect different tables, forms, queries, and reports together with macros. Expert users can apply VBA to create rich solutions with advanced options, data manipulation, and user control.
- Computer with Microsoft Access Installed
Understand the basic Microsoft Access database breakdown. A database created inside Access is called a database file. Located within the database file are smaller categories of information called Tables. Inside the tables are multiple and smaller categories called Fields. A Datatype describes the type and composes a field. A field may have only one datatype.
There are two ways to start a Microsoft Access. The first is double-clicking the 'Access' icon on the Desktop. The other way is to click on the 'Start' button on the lower left corner of the Desktop and navigate through 'Programs' and select Microsoft Access.
Create a new database or open an existing database file. When opening Access, a window called a Database Wizard prompts. Choose to create a new database file or template or open an existing document. Open a new document by clicking on the Office Icon on the upper left corner of the Access window or Select 'Open' for older Access version. Choose to create a new file or open an existing file.
Microsoft Access has two 'Views' when being used. Choose from either 'Design View' or 'Datasheet View'. The Design View is used when configuring database design, format, and fields. The Datasheet View is used for entering, moving, editing, or deleting the Database values. Select the appropriate view on the upper left corner of the Access window.
Manipulate data on the database. To add a new row, simply drop down to the next line and enter the new information. When updating a record, just select the record field to be updated and change the data within. Delete a record by selecting the entire row and pressing delete on the keyboard.
Microsoft Access has 'Forms' and 'Reports' functions that help the user represent their database and data in graphical form and in a report form. Use forms to represent numerous data fields or tables. Use report to manipulate data structure in a way useful for the user.