How to Learn Access Quickly

Learning Microsoft Access may make it easier to organize data.

Learning Microsoft Access quickly could prove useful for people who run small businesses or want to improve their resume. Access is a database software that you can use to store large amounts of information in an organizable way. As a relational database, it keeps connected data in sections. For instance, if you have many customers, you may choose to create a form for your clients on which you can find their telephone numbers, addresses and names. If you make changes to one piece of information, the alterations will automatically come into effect across the database. So if a client changes his telephone number, you only need type it in once and--if the customer's number appears elsewhere on the database--it will automatically take on the alterations you have made.

Instructions

1. Create a new database. You can either invent a new database from scratch or use a pre-programmed template. For beginners, it may be easier to use a template at first. When you open Access for the first time, you will see a screen known as the background view. To use a template, click "File" then "New" then "Office.com Templates." Select the one you would like to use and click "Download". Then, click "Create."

2. Log in. Access may request you do this if you have chosen a template with this function. To log in, click "New User," fill in your details on the form and then press "Save and Close." Now use the information you have just submitted to log in with your new username. If instead of the login page you see a Get Started page, take the opportunity to use the information provided to learn more about the software. Another message that may appear is a Security Warning. In this case, you must "enable content," if you are sure you trust its source. If you are not asked to log in or receive any other message, do not worry. Depending on the template you have chosen, you may be directed straight to the database where you can begin creating tables.

3. Create a table. Click on the "Create" tab then press "Table Design." Type the names of your fields into the "Field Name" column. These titles should relate to the kind of information you will be inputting. You may call one field "Telephone Number," for example. Now select what type of data you are to enter into the field using the "Data Type" list. Click "Save" on the "File" tab.

4. Enter your data. Switch to the database view by clicking on "View" on the status bar of the Access Window. Each column on the screen represents a field. Begin typing or pasting your data into each column, starting with the first empty cell.

5. Create a form. Forms are the screen users will see when they access the database. These pages collect together all related information into one place. For instance, a customer form may include all of their contact details. Click the table on which your data is kept on the Navigation Pane. Then, click the "Create" tab. Press on "Form." Access will now display the information on the Layout View.

Tips & Warnings

• Try creating reports. Organizing specific datasets into reports can make it easier to analyze your data or see it all in one place.

• Try using queries. Once you have got to grips with Access you may like to try using queries, which allow you to add, change, review or delete information.

• These instructions apply to Microsoft Access 2010, the latest version of the program as of December 2010.

References

• Microsoft Office: Basic Tasks in Access 2010
• Microsoft Office: Introduction to Forms
• Microsoft Office: Introduction to Queries
• Microsoft Office: Introduction to Reports

Resources

• Microsoft Office: Video: Getting Started with Access 2010