Microsoft Access is a hugely popular Database Management System provided by Microsoft. It is mostly used for small businesses. The software enables you to manage all of the crucial information related to your microsoft case study company in one place. Access is a remarkable tool that can be used to develop a database, create forms for data entries, filter it with the use of custom queries, and deliver reports out of the data. It helps in analyzing considerable amounts of information and manages the data effectively.
However, designing a database can be overly tricky and challenging. Though Microsoft doesn’t admit, Access is daunting enough to trigger nightmares in the most confident workers around the world. To put it simply, database requires strict rules.
Today’s blog post is for all the newbies out there who are quite baffled with how to create a simple yet functional database and the innumerable technical jargon that goes along with the process.
Stick around to comprehend the intricacies and the steps of building a Microsoft Access Database.
Creating The Database: A Step By Step Guide
If the words of the eminent developers who created the MyAssignmenthelp.com App for Android and iOS are anything to go by, then when you first start Access or if you close a database without closing Access, Microsoft Office Backstage view gets displayed.
Backstage view is a beginning point from where you create a new database, open an existing database, or view featured content from Office.com. On opening Access, the Backstage view displays the NEW tab. The NEW tab offers innumerable ways with which you can create a new database-
- A Blank Database– Here, you can start from scratch if you want. This is a brilliant option if you happen to have extremely specific design requirements or have existing data that you require to include or accommodate.
- A Template Installed With Access- If you are beginning with a new project and require a head start, you opt to use a template. Access comes with numerous templates installed by default.
- A Template From Office.com- You can also find numerous amazing templates on Office.com. There is no need to even open a browser. You can easily access it from the NEW tab.
Creating A Blank Database
If you are not interested in using a template and desire to create a database from the scratch, then it is wise to consider the following steps enlisted below-
- Open Microsoft Access
Launch Microsoft Access on your computer. You can easily find it in the START menu of the Windows or your APPLICATIONS folder in MAC.
- Choose ‘BLANK DATABASE’
This is the first option in the ‘NEW’ section. The other options are templates that are set up for certain specific purposes, like contact management.
- Enter A Filename Into The Box
The default name must begin with the word ‘Database’ and end with ‘.accdb’. It is crucial to keep the ‘.accdb’ part, but you can always replace the rest of the file name with whatever your preference is. Like, if you are creating a database that includes an employee list, you could call it the ‘Managers. acdb’.
- Click On The ‘Create’ Tab
On clicking the tab, a new blank database gets created, along with a new and empty table known as ‘Table 1’. Remember, all tables in the database will appear in the left panel. If you aim to add more tables, you can always click the table names to switch to the view of the table.
- Add Tables To The Database
Tables are places that can store the data in the database. You can always enter the data directly into a table, and Access will create field names and types on the basis of what you enter. Or, you can specify a field yourself before typing into the field.
To add a table accurately, follow the steps mentioned below-
- Click on the CREATE tab
- Click TABLE in the group ‘Tables’. You will be able to see that there’s now a table known as ‘Table 2’ in your database.
- Right-click on its name in the left column and choose ‘Rename’ to rename the table successfully.
- If your aim is to delete the table, right-click on its name and choose DELETE.
- Enter Data Into Your Table
To start entering data and let Excel choose the field type, all you need to do is simply begin typing into the first cell under ‘Click To Add’. You will notice the first empty cell under ‘Click To Add’ is where the cursor appears automatically. After which you must implement the steps as given below-
- Press the ‘Enter ‘keys to move to the next field.
- To choose a type of field, you need to simply click on the ‘Fields’ tab if it is already not selected. Then, click on one of the field types on the ‘Fields’ panel in the toolbar. If you cannot find what you require, then click on ‘More fields’ to display additional options.
- You can also click on ‘Click To Add’ to open the quick menu, which includes the most common field types.
- Drag the fields around to move them. You can also consider dragging the columns to the other position.
- Double-click on the heading, enter a new name and then press ‘ENTER’ to rename a column.
- Save Your New Database
It is always wise to remember that if you close your tables before saving it even at least once, then the table will get deleted automatically. It doesn’t matter whether or not you have entered the data into them. Ensure to click on the ‘FILE’ menu and choose ‘SAVE’ to save your database.
Developing A Database With The Aid Of A Template
Microsoft Access comes adorned with a variety of templates that one can use as a beginning point. A template implies a ready-to-use database that includes all the tables, queries, macros, forms, and reports that are required to perform a specific task. For instance, there are templates that can be used to even track issues, manage contacts, or maintain a record of the expenses.
If any of these templates fits your requirements, generally using them are the fastest way to get started on the database. Let’s comprehend how to create a database from a template-
- Get Started With Microsoft Access
Open Microsoft Access on your computer. You will find it in the Start menu of the Windows or the Applications folder of the MAC.
- Skim Through The Available Templates
Once, you open innumerable templates will appear on the initial screen. Apart from that, you can also check out other templates online by clicking on ‘More Options’ or ‘Suggested searches: Access databases’ based on your version.
- Click On The Template To See The Preview
Each template consists of a screenshot you can use to make a sound decision. If you do not like how the template looks, ensure to click on the X at the top-right corner to return to the template list. Now, continue browsing through the templates until you find the one which is the aptest for you.
- Enter A Filename Into The Box
Always remember that the default name of the file must start with the word ‘Database’ and end with ‘.accdb’. Also, if you aim to save the database in a specific folder, make sure to click the ‘Browse’ button and choose that folder.
- Click On The ‘CREATE’ Tab
When you click on the ‘Create’ tab, it opens a new database on the basis of the chosen template. If you look closely, you will find the navigation panel on the left side of the database includes all kinds of tables, forms, queries, and/or macros. With the help of the panel, you can switch between various elements of the database with ease.
- Click On ‘Enable Content’ Tab
Based on the template, you may see a security warning flashing in the message bar. As long as the template source is reliable like you downloaded it from Access itself, you can click on ‘Enable Content’ to start editing. We never recommend downloading from third-party websites.
- If Prompted, Create A Login
If you see a login dialog appear with an empty user list, you will require creating a user for the database. Click ‘New User’, fill out the form, and click on ‘Save and Close’. You must also click ‘Login’ to sign in with your new account.
- Save The New Database
Once you begin entering the data, it is vital to ensure that you do not lose significant changes. Click on the ‘File’ menu and choose ‘Save’ to save your progress.
The Final Note
Undeniably, your first few tries of creating a database in Microsoft Access may be a steep learning curve. However, we guarantee the rewards you will reap are worth the efforts you give. Creating a database accurately in this lightweight database tool will enable you to tap into the greater power of your data with minimal effort. Keep Going, Mates and Happy Accessing!
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