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Microsoft Office Access See newer version. Data Analysis with Microsoft Access In this case, you can still tell the file type by looking at the icon.

Choose the folder where you want to store your database. Like all Office programs, Access assumes you want to store every file you create in your personal Documents folder.

It also gives you the option to create your database in the format used by older versions of Access. Click the big Create button under the File Name box. Access creates your database file and then shows a datasheet where you can get to work creating your first table.

The Access Options window appears. In the list on the left, choose General.

Microsoft Access Tutorial

Once you create or open a database, the Access window changes quite a bit. An impressive-looking toolbar the ribbon appears at the top of your screen, and a Navigation Pane shows up on the left. The navigation pane on the left lets you see different items or objects in your database. You can use the navigation pane to jump from a list of products to a list of customers and back again.

The ribbon along the top groups together every Access command. This ribbon is the mission control that lets you perform various tasks with your database. The document window in the middle takes up the rest of the window. Building Your First Table Tables are information containers.

But if you find yourself wanting to store several lists of related information, you need more than one table. In the database BigBudgetWedding. In a table, each record occupies a separate row. Each field is represented by a separate column. Before you start designing this table, you need to know some very basic rules: A table is a group of records.

A record is a collection of information about a single thing. In the Dolls table, for example, each record represents a single bobblehead doll. In a Family table, each record would represent a single relative. You get the idea. When you create a new database, Access starts you out with a new table named Table1, although you can choose a more distinctive name when you decide to save it. Each record is subdivided into fields.

Each field stores a distinct piece of information. For example, in the Dolls table, one field stores the person on whom the doll is based, another field stores the price, another field stores the date you bought it, and so on.

Tables have a rigid structure. Newly created tables get an ID field for free. The ID field stores a unique number for each record. Think of it as a reference number that will let you find a specific record later on.

Access chooses a new ID number for you and inserts it in the record automatically.

Some details are obvious. Other details, like the year it was produced, the company that created it, and a short description of its appearance or condition may require more thought. The bobblehead doll example demonstrates an important theme of database design: First you plan the database, and then you create it using Access.

But to get you started, Access creates your first database object—a table named Table1. The problem is, this table begins life completely blank, with no defined fields and no data. All you need to do is customize this table so that it meets your needs. You can customize a table in two ways: Design view lets you precisely define all aspects of a table before you start using it. Datasheet view is where you enter data into a table. Datasheet view also lets you build a table on the fly as you insert new information.

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The following steps show you how to turn a blank new table like Table1 into the Dolls table by using the Datasheet view: To define your table, simply add your first record.

In this case, that means choosing a bobblehead doll to add to the list.

Access tables are unsorted, which means they have no underlying order. However, you can sort them any way you want when you need to retrieve information later on.

Based on the simple analysis you performed earlier, you know that you need to enter four fields of information for every doll. Although you could start with any field, it makes sense to begin with the name, which is clearly an identifying detail.

Then, hit Tab to jump to the second column, and then enter the second piece of information. Ignore the ID column for now—Access adds that to every table to identify your records. Press Tab to move to the next field, and return to step 2.

Also read: OPTIMAL A2 PDF

You may notice one quirk—a harmless one—when you add your first record. The only problem with this example so far is that as you enter a new record, Access creates spectacularly useless field names. You see its choices at the top of each column they have names like Field1, Field2, Field3, and so on. The problem with using these meaningless names is that they may lead you to enter a piece of information in the wrong place. You could all too easily put the download price in the date column.

If you make a mistake, you can backtrack using the arrow keys. Most people prefer to see the entire contents of a column at once.

To expand a column, just position your mouse at the right edge of the column header.

Access 2016

To expand a column named Field1, move your mouse to the right edge of the Field1 box. Then, drag the column to the right to resize it as big as you want. Move the mouse over the right edge of the column, so it turns into a two-way arrow. Then, simply double-click the column edge. Double-click the first column title like Field1. The field name switches into Edit mode. Type a new name, and then press Enter. To specify better field names, double-click the column title.

Next, type the real field name, and then press Enter. You can always rename fields later, or even add entirely new fields.

Type a suitable table name, and then click OK. The table is now a part of your database. As you can see, creating a simple table in Access is almost as easy as laying out information in Excel or Word.

But before you get to that stage, it makes sense to take a closer look at how you edit your table. Editing a Table You now have a fully functioning albeit simple database, complete with one table, which in turn contains one record.

Your next step is filling your table with useful information. This often-tedious process is data entry. To fill the Dolls table, you use the same datasheet you used to define the table.

You can perform three basic tasks: Editing a record.

Move to the appropriate spot in the datasheet using the arrow keys or the mouse , and then type in a replacement value. You may also want to use Edit mode, which is described in the next section. Inserting a new record. At that point, Access creates the row and moves the asterisk down to the next row. You can repeat this process endlessly to add as many rows as you want Access can handle millions.

Deleting a record. You have several ways to remove a record, but the easiest is to right-click the margin immediately to the left of the record, and then choose Delete Record. If Access displays a Security Warning message in the message bar, and you trust the source of the template, click Enable Content. If the database requires a login, log in again. Create a database from scratch If none of the templates fit your needs, you might start with a blank desktop database.

Type a name for your database in the File Name box. Add a table In a database, your information is stored in multiple related tables.

Microsoft Access 2016: From Design to Use - Full Database Guide

You can either start entering data in the empty field cell or paste data from another source like an Excel workbook. To rename a column field , double-click the column heading, and then type the new name.

To add more fields, type in the Click to Add column. To move a column, select it by clicking its column heading, and then drag it to where you want it. You can also select contiguous columns and drag them all to a new location.Forms PDF, Other details, like the year it was produced, the company that created it, and a short description of its appearance or condition may require more thought. Click OK to save your changes. To try out the navigation pane, you need a database with more than one table.

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Thanks to people like you? Or you can start Excel, and launch right into a financial report. At that point, Access creates the row and moves the asterisk down to the next row. The field name switches into Edit mode. That makes it the go-to choice for new databases.

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