How Microsoft Access Works

Access is a database management program that was created by Microsoft. It allows you to create, manage, and view data efficiently. You don't have to be a programmer to use Access. Its simple user-interface makes it easy to learn and use.

Access works as a database manager. The database is made up of tables which you can create in multiple ways: (1) by using the wizard, (2) by using Design view, or (3) by entering data directly into a table. If you are new to Access or need to create a table quickly, the wizard is the way to go. You can add/rename your fields, name the table, add a primary key, and find related tables.

Access works as a validation tool. It ensures that each entry matches the data type you've set. You can specify a data type for each field in Design view by selecting a data type from the drop-down list.

Access protects your database from duplicate entries. You can add primary keys to your table to make your entries unique.

Access saves you time by allowing you to link related tables. You can use the lookup wizard to find a related field in the table's Design view. To view existing relationships, hit F11 and click on the Relationships icon on your toolbar. Select "Show All Relationships" to view all related tables in your database. You will see a line connecting related tables and their related fields.

You can utilize the Query tool to perform simple/complex calculations, update and query your data. To conduct a query, select "Queries" from the Database window and choose the Design view or wizard.

Access works as a search tool. It uses indexes to help you sort and find records quickly. To index a single-field, open a table in Design view. Select the field you want to index. Click the Indexed property box from the bottom window/General tab and indicate whether you want duplicates. To index multiple-fields, click the Indexes icon from the toolbar. Add a name under the "Index Name" column. Select a "Field Name" from the drop-down and choose the sort order.

Access helps you generate reports and forms efficiently. You can display/print your data using reports and update your data using forms. To create a form with the wizard, select a table from the drop-down list and add the field you want to use. Select a layout, style and name for your form. Choose to modify your design even further or begin entering your data. To create a report, select "Reports" from the Database window under Objects and click on the "New" button. Choose the type of report you want to create and follow the wizard.

Access not only works as a standalone program, but it also works with other programs, such as Excel, Outlook and SharePoint. It makes managing your database easy, so you can import/export your data without having to retype your data. If you are tired of managing your data in separate files, Access can help you get organized.

Resources

• For additional information on working with Access, check out http://office.microsoft.com.