Learn Microsoft Access in Just 12 Minutes!

Learn Microsoft Access in Just 12 Minutes!

Table of Contents:

1. Introduction to Microsoft Access
2. Getting Started with Access 2.1. Opening an Existing Database 2.2. Creating a New Database 2.3. Changing the Interface Theme
3. Understanding Access Objects 3.1. Tables 3.2. Queries 3.3. Forms 3.4. Reports 3.5. Macros
4. Working with Tables 4.1. Creating a Table 4.2. Defining Fields in a Table 4.3. Filling the Table with Data 4.4. Importing Data from External Files 4.5. Using Calculated Fields 4.6. Managing Tables
5. Creating Forms 5.1. Creating a Form 5.2. Interacting with Forms 5.3. Modifying Form Layout
6. Building Queries 6.1. Creating a Query 6.2. Selecting Tables and Fields 6.3. Applying Criteria 6.4. Using SQL Language
7. Generating Reports 7.1. Creating a Report 7.2. Editing Report Layout 7.3. Printing and Exporting Reports
8. Automating Actions with Macros 8.1. Building Macros 8.2. Using Visual Basic (VBA) 8.3. Saving and Running Macros
9. Saving and Exporting Access Objects 9.1. Saving the Database 9.2. Exporting Data
10. Conclusion

Introduction to Microsoft Access

Microsoft Access is a powerful Database Management System Based on the SQL language. It is widely used in industries such as finance and human resources for efficient data collection, management, and analysis. In this tutorial, we will explore the basics of Access and learn how to use it from scratch.

Getting Started with Access

To start using Microsoft Access, You can either open an existing database or Create a new one. You can also customize the interface theme according to your preference.

Opening an Existing Database

When you open Access, the start-up page displays options to browse and open existing Access database files. Simply locate the file you want to open and click on it.

Creating a New Database

To create a new database, click on the "Blank database" option on the start-up page. Specify the file name and destination folder, then click on "Create."

Changing the Interface Theme

If you want to change the appearance of the Access interface, go to "File," "Account," and select "Office Theme." Choose the theme that suits your preference.

Understanding Access Objects

Microsoft Access comprises several types of objects that make up a database, including tables, queries, forms, reports, and macros.

Tables

Tables are used to Collect and store data in Access. Each data entry becomes a Record, identified by a unique ID number or primary key. Tables consist of columns called fields, which store different types of data for each record.

To create a table, click on the "Tables" option in the Navigation Pane and follow the Prompts to define the fields and their data types. You can fill the table with data by double-clicking on any cell.

Queries

Queries allow you to retrieve specific data from one or multiple tables and compile them into a new query database table. You can create a query by selecting the "Queries" option in the Navigation Pane and using the Query Design tool. You can select tables, define fields, and Apply criteria to filter the results.

You can also use SQL language to create queries. Switch to SQL view and write SQL code to specify the query specifications.

Forms

Forms provide a user-friendly way to enter data into a database, without the need to edit it directly or know SQL. You can create a form based on a table by selecting the "Forms" option in the Navigation Pane. Forms display one record at a time, allowing users to input or edit data easily. Form layouts can be customized in the Layout view, where you can add text boxes, labels, buttons, and other elements.

Reports

Reports help you present data from tables or queries in a professional format. To create a report, open a table or query in Datasheet view and select the "Report" option in the Create tab. Reports can be customized using various tools, and you can set up the page layout for printing or exporting.

Macros

Macros are used to automate actions and functions in Access. You can create a macro by selecting the "Macro" option in the Create tab. Macros can be built using Visual Basic (VBA) or by using the guided functions provided by Access. They can perform tasks such as opening specific queries, executing calculations, or navigating through records.

Working with Tables

Tables are the foundation of a database in Access. They allow you to collect and organize data efficiently.

Creating a Table

To create a table, select the "Tables" option in the Navigation Pane and click on "Create Table." You can define the fields of the table by clicking on "Click to Add." Specify the data format, field name, and other properties for each field.

Defining Fields in a Table

Fields in a table describe the different types of data that can be stored in a record. You can define fields by selecting the desired data format and assigning a name to each field. Access offers various data formats such as Short Text, Long Text, Number, Currency, Date & Time, Yes/No, Attachment, and Hyperlink.

Filling the Table with Data

Once the table is created, you can fill it with data by double-clicking on any cell. If the cell is on a new row, a new record is automatically created, and the ID number increments. You can easily navigate through the table using the arrow keys or tab key.

Importing Data from External Files

Access allows you to import data from external files created with different applications like Excel, Access, SQL servers, or SharePoint. To import data, go to "External Data" and select "New Data Source." Follow the guided procedure to import data step by step.

Using Calculated Fields

Access allows you to perform calculations on data using calculated fields. When defining the data Type for a field, select "Calculated Field" and specify the input data type. In the Expression Builder dialog, you can either type the arguments and operations directly or build the expression step by step.

Managing Tables

You can manage tables by right-clicking on the field name and performing actions such as editing the field expression, renaming or deleting the field. You can also change the data type of a field and set a default value using the Field Properties section.

Pros and Cons

• Pros:

  • Easy to create and manage tables
  • Efficient for organizing and storing data
  • Calculated fields allow for on-the-fly calculations

• Cons:

  • Limited scalability for large datasets
  • Limited functionalities compared to other database management systems

Creating Forms

Forms in Access provide an intuitive way to enter and view data in a database.

Creating a Form

To create a form, open the table database and go to the Create tab. Click on "Form" to create a form based on the selected table. The form is automatically generated with one page per record.

Interacting with Forms

Switch to Form view to fill in the form and Interact with it. You can navigate through records and add new records to the table. Make sure to save the form to store the new data.

Modifying Form Layout

In the Layout view, you can customize the structure and appearance of the form. Use the Controls section to add text boxes, labels, buttons, and other elements. You can move and resize elements by dragging and adjust their properties in the Property Sheet panel.

Pros and Cons

• Pros:

  • User-friendly interface for data entry
  • Customizable layout and design
  • Easy navigation through records

• Cons:

  • Limited design options compared to dedicated form builders
  • May require some knowledge of Access design tools