How to Develop and Create an Access Database from Scratch/Blank
Good information systems based on databases are increasingly necessary for businesses to run more effectively. Maintaining a database can quickly become time consuming if enough thought is not given to the database before jumping into development. Access is an easy-to-use tool creating a database from scratch, if a template or database does not already exist to meet the business need.
- Difficulty:
- Moderate
Instructions
Things You'll Need
- Computer
- MS Office Suite with Access or Microsoft Access Application
- Optional: Design Team
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Before starting the database application, take some time to think about what needs to be in the database and if a relational database fits the need. A relational database is made up of many data tables that relate to each other, but have slightly different data to prevent excessive redundancy. Each table will contain records that have multiple fields to hold different types of data and one primary key field that is used as the record locator in the table. Take plenty of time to design good tables and get input from others as to what they would like to see in the database. The more you can do right at the start, the less time you will spend on development and updated later. If the tables are well designed, then all other work in the database becomes much easier. Creating forms (input screens), running queries (data dumps based on set criteria), and reports (pretty printed versions of queries) will be quick work is the tables were done well.
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Once you have verified there is no template you can use for your database and have a pretty good database plan, you may start Access.
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Access New File Task Pane
To create a new database, choose the File option from the menu and then New from sub menu. When the New File task pane opens, go to the New area and select Blank Database.
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File New Database Window
When the File New Database window appears, enter the File Name you would like for your database over the default name provided. Check the Save In field as well to make sure the database is saved to your desired location. If you want to change the location, use the drop down arrow to pick another folder/directory. Once file location and name are set, click the Create button. If you decide not to create the database now, click the Cancel button instead.
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New Database Window on Tables
If you chose to create a database, the Database window will open on the Tables tab showing the name of your new database. Depending on your version of Access there may be tabs or icons in the Database window where you can choose to create Tables, Forms, Queries, and Reports. Any other tabs like Macros and Modules are for more advanced Access users.
You must first create tables in order to create the others. On the Tables tab, you will see you have options to Create Table in Design View (uses a grid to input fields and data requirements from scratch), Create Table By Using Wizard (wizard windows will walk you through the table creation process), Create Table By Entering Data (lets you use a spreadsheet to add data and name fields, but will require you later use Design to input field restrictions). Select the option you prefer to begin creating your various tables.
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After your tables are completed, review them or have others review them to make sure they have fields for all the necessary data in order to record what you need and output correct data. Make changes to tables if needed. After tables are correct, you can begin creating Forms, Queries, and then Reports.
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Tips & Warnings
Asking people what they might like to see on reports and screens can be helpful in creating a database and designing tables.
You do not need to put fields into your tables that are calculations based on other fields as this can cause your database file space to increase more than necessary. Instead create calculating fields to show temporary results on your display forms or in your queries and reports.
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Resources
- Photo Credit Screen captures used with permission.
