How to Create a Search Database
Next to the ability to sort, the search feature on Microsoft Access is one of the most valuable benefits of creating a computer database. If you had all of this information printed out on a series of papers and filed in a cabinet, you could spend hours searching for one bit of information. Luckily, when you use an Access database all you have to do is type in your search term (similar to Google or another search engine) and voila! The record you need pops up right before you.
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Instructions
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Open a new blank Microsoft Access database. You will be asked to name your database immediately.
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Right click the top header of the column that says "Add New Field" and go to "Rename Column." Name this column for the type of data that you will be entering. When you have finished with that column, right click the header of the column again and select "Insert Column." Repeat this process for as many columns you will need in your database. The "ID" column is a number that is automatically generated by the program to help you keep track of your information.
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Start entering information into your database under each column that you have created. Save your work repeatedly through the data entry process. If you have this information listed in another type of file, such as Microsoft Word, Excel or a text file, do an import. Click on "Import>External Data." Select the file that you want to import into your new search database and choose the option to import data (or append to the data you already have in Access). Confirm that the data is correct and then click "Finish" to import the data.
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Press "CTRL + F" to initiate a search in your new database. Select the column that would contain the information you need. Choose whether you want the find to match the whole field, part of the field or the beginning of the field. Decide if you want to search up or down in the database list. Finally, you can also tell the search function to look for items that match the case (upper or lower) of your search term exactly. When you're finished, click "Find Next" to locate the information that you need.
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Tips & Warnings
Since data entry can be a very time consuming process if you have a lot of work to do, you might want to hire someone to do the work for you on an hourly basis.
