How to Create a Microsoft Access Database Manual
One of the best things about Microsoft Access is that it is easy for even non-tech-savvy users to enter data. Creating new databases is another story, however, and it is important for companies to create a tutorial that new Access users can use to set up their own databases, queries, forms and reports. By creating a step-by-step tutorial, companies can make sure that everyone understands how to use this powerful program to its fullest advantage.
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Instructions
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Log on to your computer and open a document in Microsoft Word or another word processing program. Give the document a descriptive name, such as "Microsoft Access Manual" or "Microsoft Access Tutorial." Save the document on your hard drive or network share.
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Open a Microsoft Access database and click on the "Tables" tab. Highlight one of the tables, right-click and choose "Design View" from the menu. Take a screen shot of the window by holding down the "Alt" key and pressing the "PrtSc" button. This will save the current screen to the clipboard.
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Type the information you need to include about the table design, including the fact that Access recognizes a wide variety of data formats, including text, numeric, date/time and currency. Then position your cursor and click the "Paste" key. This will paste a screen shot of the design view table into your document.
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Go back to Access and click the "Queries" tab. Choose one of your queries, right-click and choose "Design View" from the menu to see the contents of the query. Hold the "Alt" key down and tap the "PrtSc" key.
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Go back to your manual and type some information about your sample query. Then click the "Paste" key to show the example you are working with.
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Design your instructions with your target audience in mind. If the audience you are trying to reach has no technical expertise or computer savvy at all, you will need to spell out each step. If your audience has more experience, you can focus instead on broad concepts and useful tips and tricks.
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