Access databases on a computer will help you store and track virtually any type of data, such as stocks, contacts or business processes. Let us describe a detailed description of the path that can be used to create an Access database, add data to it and then explore the following steps towards setting up and using a new database.
Access templates contain built-in tables, queries, forms and reports, ready to work. Available templates - the first thing you see when you start Access, and additional options can be downloaded from the Internet.
In Access on the tab File Select Team Create.
Select the desktop database template and enter a name in the field. File name. Database (If you don't seetemplate that will work for you, useSearch for templates on the Internetfield.)
File name
Press the button Create.
Depending on the selected template, before you start work, you may need to perform any of the following actions.
If Access displays the dialog box entrance With an empty list of users:
Press the button new user.
Fill the form User information.
Select the username just entered and click input.
If Access displays the message Security Warning In the messaging panel, as well as a template from a reliable source, click Enable content. If the database requires login, log in.
Additional information: .
If none of the templates are suitable, you can start with an empty database on your computer.
In Access, select the command Createand then - item Empty desktop database.
Enter the database name in the field File name.
You can use the default location specified under the field File name, or choose another by clicking the folder icon.
Press the button Create.
In the database, the data is stored in several related tables. To create a table:
When you open the database for the first time, you will see an empty table in a table mode where you can add data. To add another table, go to the tab Create > Table. You can start typing data into an empty field (cell) or insert data from another source, such as the Excel Book.
To rename a column (field), double-click its title and enter a new name.
To add other fields, start typing text in column Click to add.
To move the column, highlight it by clicking the title, and drag to the desired location. You can do this operation with several adjacent columns.
You can copy data from another program, such as Excel or Word, and insert them into the Access table. Best if they are organized in columns. If the data is in a text editor, such as Word, separately divide the data columns using the tab or convert data to the table.
If the data needs to be changed, for example, split full names on the names and surnames, do it in the source program.
Open the source and copy the data (Ctrl + C).
Open the Access table in which you want to add data, in table mode and paste the data (Ctrl + V).
Double-click the title of each column and specify significant names.
Note: Depending on what data you insert in the first row of the column, Access assigns the data type to each field. Make sure that the data in the rest of the lines belongs to the same type.
You can import data from other sources or you can associate data from Access without moving the information from which it is stored. Binding can be a good option if there are multiple users, updating the data and you want to make sure you see the latest version, or if you want to save disk space. Can you want to associate with or import data for most formats. Import or binding to data from another Access database for more information.
The process varies slightly depending on the data source, but always begins with the procedure described below.
On the External data Click the Data Format button, you will import or bind to. If you do not see the required format, click Additional.
Note: If it is still no, you may need to first export data to the file format supported by Access (for example, in a text file with separators).
Follow the instructions in the article dialog box. External data ยป.
When binding, some formats are read only. Below are external sources that can be imported or associated.
The table analysis wizard will help you quickly detect redundant data. Then, with it, you can divide this data on individual tables. The Access Source Table will save as a backup.
Open the Access database with the table you want to analyze.
Click Working with databases > Table Analysis.
The first two wizard pages contain a brief guide with examples. If you see the checkbox, install it and double-click. BackTo view the introduction. So that the introductory pages are no longer displayed, uncheck the checkbox. Will bring the page with explanations?
Your further steps depends on the goals set. You may want to create requests, forms, reports and macros. The following articles will help you with this.
Whenever you learn a new program, it is important to get acquainted with the program window and tools inside it. Working with Access is no different. Knowing your path around the Access environment will make it easier for learning and using Access.
In this article, you will get acquainted with the Access environment, including the tape, backstage (s), navigation bar, document tab panel, and recording navigation panel. You will also learn how to navigate with the navigation form if your database contains it.
If you are familiar with Access 2007, you will notice that changes in the 2010 interface are not so much, except for adding backstage presentation.
However, if you are new to Access, you will first need some time to familiarize yourself with the Access environment.
The "Ribbon" toolbar and "quick access" - this is where you will find the commands that you will use to perform common tasks in Access. If you are familiar with Access 2007, you will find that the main difference in the ACCESS 2010 ribbon is that now teams such as open and print are posted in Backstage view.
The tape contains several tabs, each of which has several groups of commands. Some tabs such as form layout tools and table tools can only be displayed when working with specific objects, such as forms and tables. These tabs are called contextual tabs, and they are distinguished by contrasting color to distinguish them from ordinary tabs.
To minimize and maximize the tape:
The tape is designed for easy to use and respond to the current task, however, if you feel that it takes too much space on the screen, you can minimize it.
Press the arrow in the upper right corner of the ribbon to reduce it to a minimum.
To increase the ribbon, click the arrow again.
When the tape is minimized, you can open it again by clicking the tab. However, the tape will disappear again when you do not use it.
The shortcut panel is located above the tape and allows you to access common commands no matter what tab you are. The default commands are displayed: Save, Cancel and Repeat. If you want, you can customize it by adding additional commands.
Please note that the Save command saves only the current open object. In addition, the Undo command does not cancel some actions, for example, adding a record. Pay special attention to your information when using cancellation to make sure that you have achieved the desired effect.
In the Backstage view, various options for opening, saving, printing and viewing additional information about your database are available. It is similar to the Office button menu from Access 2007 and the File menu from earlier accessories. However, in contrast to these menus, it is a full-lane view that simplifies work.
To go to backstage:
Click the File tab.
You can choose the option on the left side of the page.
To return to the database objects, click any Tape tab.
The Navigation panel is a list containing all objects in your database. For convenience of viewing, objects are organized by groups by type. You can open, rename and delete objects using the navigation pane.
To minimize and increase the navigation area:
The "Navigation" panel is designed to manage all your objects, but if you feel that it takes too much space on the screen, you can minimize it.
Press the double arrow in the upper right corner of the transition area to minimize it.
To re-open the navigation bar, click the double arrow to maximize it.
If you want to make a smaller navigation panel, do not minimize it, you can change its size. Just click and drag the right border of the transition area. When it is the desired size, release the mouse.
To sort objects in the field of transitions:
By default, your objects are sorted by type, tables in one group, forms in another, etc. However, if you want, you can sort objects in the field of transitions to the group according to your choice.
Press the drop-down list arrow to the right of the words "all ACCESS objects".
In the drop-down menu, select the desired type.
Select "Custom" to create a custom group to sort objects. After applying sorting, drag the desired objects into a new group.
Select the type of object to group objects by type. This is the default value.
Select tables and related views for group forms, queries and reports together with the tables that they refer.
Select "Creation Date" or "Modified Date" to sort objects with a greater or less recently created or modified.
Now objects in the transition area will be sorted to display your choice.
To further configure the appearance of the navigation pane, you can minimize the group of objects that you do not want to see. Just press the up arrow. Next to the name of the group. To restore a group before it is full, press the down arrow.
Some databases include a navigation form that opens automatically when you open the database. Navigation forms are designed for convenient replacement of the navigation pane. They contain tabs that allow you to view and work with shapes, requests and reports. The presence of your frequently used objects available to you in one place allows you to quickly and easily access access.
To open the object from the navigation form, simply click on the tab. The object will be displayed in the navigation form. When the object is open, you can work with it, as usual.
As a rule, navigation forms include only those objects that the typical user must work regularly, so your navigation form may not include each form, request or report. It simplifies the database navigation. Hiding tables and rarely used forms, requests and reports, it also reduces the likelihood of database damage by users who accidentally change or delete the necessary data.
For this reason, it is very important to ask your designer or database administrator before working with objects that are not available in your navigation form. As soon as you have an advantage, you can simply increase the transition area and open objects there.
Microsoft Access is a program for creating databases that makes it easy to manage and edit databases. It comes literally for all, ranging from small projects and ending with a large business, it is very visual. This makes it an excellent assistant to enter and storing data, as the user does not need to deal with tables and schedules. Start reading to learn how to use Microsoft Access as efficiently as possible.
Part 1
Creating a new databaseSelect Table (s) of which you want to extract the data. Double-click on the table from which you want to extract information. You can use several tables at once if required.
Select fields from which you want to extract data. Double-click each field to add. It will be added to the query grid.
Place the necessary criteria. If you need a certain information from the fields, install the filter by criteria. Go to the "Creating a Crequency Creation request" above for more information.
Test the request to make sure it displays the desired results. Before creating a table, execute the request to make sure it retrieves the information you need. Set the criteria and fields until you get the result you need.
Save the request. Press Ctrl + S to save the request for further use. It will appear in the navigation column on the left side of the screen. If you click on this request, you can use it again, then go to the "Designer" tab.
Click the "Create Table" button in the query type selection group. A window will appear, requesting the name of the new table. Enter the name of the table and click OK.
Click the "Run" button. According to the established requests, a new table will be created. The table will appear in the navigation column on the left.
Open the previously created query. You can use the add-on request to add information to the table, which has already been created in another table. This is useful when you need to add more data to the finished table created at the request of the table.
Click the Add button in the Designer tab. A dialog box opens. Select the table that you want to add.
Change the request criteria so that they correspond to the added information. For example, if you have created a table with the criterion "2010" in the "Year" field, change this value according to the added information, for example, "2011".
Select where exactly you want to add information. Make sure you add data to the appropriate fields for each added column. For example, if you make the changes above, the information should be added to the "Year" field on each line.
Perform a request. Click the "Run" button on the Designer tab. The query will be conducted and the information will be added to the table. You can open the table to make sure that the data entered is correct.
Part 5.
Creation and use of formsSelect the table for which you want to create a form. Forms display data for each field and allow you to easily switch between entries or create new ones. Forms - the necessary tool with long periods of information entry; Most users believe that it is much easier to use the forms than tables.
Click the "Form" button in the Create tab. A form based on data based on the table will be automatically created. The Access program automatically creates fields with the desired size, but at will you always can always be changed or shifted.
Move in a new form. Pointers in the form of arrows allow you to move from one entry to another. Fields will be filled with your data at the time of switching between them. You can use the buttons around the edges to immediately go to the first or last entry.
Click the description button to use the table. It is in the upper left corner and allows you to change the values \u200b\u200bof the selected table using forms.
Make changes to existing records. You can change the text in any field of each entry to change the information in the table. All changes will be automatically displayed in the table, the same will occur in all related tables.
Make new records. Click "Add Record" near the navigation buttons to add a new entry at the end of the list. Then you can use the fields for making data into empty records inside the table. It is much easier than adding new data through a tabular view.
Save the shape when you finish working with it. Make sure that you save the form by pressing Ctrl + S; You can easily enter it again later. It will appear in the navigation column on the left side of the screen.
Part 6.
Creating a reportSelect a table or query. Reports allow you to quickly display a summary of the following data. They are often used to create reports on revenue or for delivery reports, but they can be configured almost for any area of \u200b\u200buse. Reports use data from tables or requests created by you earlier.
The main purpose of this program is to create and work with databases that can be tied to both small projects and a large business. With it, it will be convenient for you to manage data, edit and store information.
Microsoft Office Package application - Access - serves to work with databases
Naturally, before you start work, you will need to create or open an existing database.
Open the program and go to the main menu by clicking on the file command, and then select "Create". By creating a new base, you will select a blank page to select one table or a web database that allows you to use the built-in program tools for, for example, your publications on the Internet.
In addition, to maximize the simplification of the creation of a new base, the user to choose from the templates to create a base oriented database. This, by the way, can help you quickly create the necessary form table, without setting up everything manually.
By creating a database, it is necessary to fill it with relevant information, the structure of which is worth thinking in advance, because the functionality of the program allows you to draw data in several forms:
All of the above features are in the toolbar in the Creation tab. There you can choose which item you want to create, and then, in the "constructor that opens", set it up for yourself.
Having created a new database, the only thing you see will be an empty table. You can fill it on manually or fill copying the necessary information from the Internet. Pay attention that each of the information you entered must be placed in a separate column, and each entry has a personal string. By the way, the columns can be renamed to better navigate in their contents.
If all the information you need is in another program or source, the program allows you to configure data importing.
All import settings are located in a tab separately in the tab panel, which is called "External Data". Here, in the "Import and Communications" area, the available formats are listed, among which are Excel, Access documents, text and XML files, Internet pages, Outlook folders, etc. By selecting the necessary format from which the information will be transferred, you will need Specify the path to the location of the file. If it is posted on any server, the program will require you to enter the address of the server. As you import, you will encounter various settings that are intended for correct data transfer to Access. Follow the instructions of the program.
When creating a table, the program automatically gives each entry with a unique key. By default, it has a column of names that expands, as new data is made. It is this column and is the primary key. In addition to the main keys, the database may also contain fields associated with the information contained in another table.
For example, you have two tables containing interconnected information. For example, they are called "Day" and "Plan". By selecting the Monday field in the first table, you can link it with any field in the "Plan" table and when you hover the cursor to one of these fields, you will see information and related cells.
Such interconnections will facilitate the readability of your database and will surely increase its convenience and efficiency.
To create a relationship, go to the "Work with database" tab and in the "Relationship" area, select the Data Scheme button. In the window that appears, you will see all the processed databases. Your attention should be paid to the fact that there should be special fields in the databases intended for external keys. On our example, if in the second table you want to display the day of the week or the number, leave an empty field, calling it the "day". Also configure field format, since it must be the same for both tables.
Then, opening two tables, drag the field you want to connect, in a specially cooked field for the outer key. The "Change Relations" window appears, in which you will see separately selected fields. To ensure that data change in both related fields and tables, check the case opposite the data integrity item.
The request is an action in the program, thanks to which the user can edit or make information into the database. In fact, requests are divided into 2 types:
By selecting "Master of Inquiry" in the "Creation" tab, the program will create a process of creating a specific type of request. Follow the instructions.
Requests can significantly help you streamline data and always access specific information.
For example, you can create a selective request for defined parameters. If you want to see the information on a specific date or day of the Table "Day" for the entire period of time, you can configure a similar request. Select "Request Designer", and in it you need a table. By default, the request will be elected, it becomes clear if you look into the toolbar with the "Selection" allocated there. In order for the program to search exactly that date or the day you need, find the "Selection Condition" line and enter the phrase [what day?]. Remember, the query should be placed in square handles and end for a question mark either on a colon.
This is just one of the use of requests. In fact, with their help you can also create new tables, select data on criteria, etc.
Thanks to the use of forms, the user will easily view information on each field and switch between existing records. With long-term input information, the use of forms simplifies data.
Open the "Creation" tab and find the form "Form" by clicking on which the standard form will appear based on your table data. The emerging fields with information are subjected to all means, including height, width, etc. Please note that if there are interconnection in the table, you will see them and be able to reconfigure in the same window. At the bottom of the program, you will see arrows that will allow you to sequentially open each column of your table or immediately move to the first and last. Now, each of them is a separate entry whose fields you can configure by clicking on the button "Add Fields". Changed and in this way the information will be displayed in the table and in all the tables attached to it. After setting, the form must be saved by pressing the "Ctrl + S" key combination.
The main purpose of reports is the provision of a common summary of the table. The report can be created absolutely any, depending on the data.
The program gives you to choose a report type by providing several to choose from:
In an empty report, you can add, delete or edit fields by filling them with the necessary information, create special groups that will help separate certain data from other and more.
The above are all the basics that will help you will cope and configure the Access program, however, its functionality is quite wide and provides for a more subtle configuration of the functions considered here.
Today, any Windows-based computer-based computer system knows that the standard office of Microsoft's office software includes a unique editor called Access. What a given program represents and how to work with it, we will now consider. In this article, of course, only the basic issues of the program will be given. A complete description of all the features of this application will take not one page.
Access: What is it?
What is the Microsoft Access program? Access is a full-featured program that is designed to work with databases of any type. This program uses a dynamic data exchange model with Internet publications and other applications. This program provides for the use of tools for the automation of processing of any type of information presented in structured form. Among other things, Access is also a software package that provides for support for ActiveX elements. This significantly expands the capabilities of the program in the sense that it can use not only text and tabular components, but also objects from the Internet, and multimedia. The bonds installed in the application between databases (database) make it possible to accurately track changes to any of them and automatically adjust the parameters in others.
Access: main directions of use of the application
It is not at all surprising that in most cases Microsoft Access is used to fully automate data analysis processes in business, accounting and so on. The program, due to its universal structure, can eliminate the appearance of the so-called data redundancy, when it is necessary to change some parameter without entering a new one, but by adjusting the old one, and so that this change is displayed in all related databases. At the enterprise, with the help of Access, suppliers, customers and events in which they are involved can be recorded. Suppose that the supplier changes bank details. Then it will be enough to change them in the database, and the automatic adjustment will affect other databases. This will replace the data, and not entering new information along with the existing one. This change will concern only related events. In a sense, the user gets full automation. The same applies to warehouse accounting. Suppose some group of goods is sold through the corresponding division of the enterprise. Then the product positions will be automatically written off in the database of goods available in stock. It is worth noting that these are just the simplest examples. The application actually has wider opportunities.
Microsoft Access: Structure
If we talk about the convenience of work, it can be achieved due to the presence of basic elements that play an important role in analyzing and processing data. The main elements include the following:
Microsoft Access: Communication with external databases and other programs
As it should be clear, Microsoft Access allows not only to use its own data entered by the user, but also bind them among themselves. The capabilities of the program are such that information can be imported from various applications, such as Paradox, FoxPro, Excel, Word So further. Data to simplify procedures can not be imported, but to bind, not only with these programs, but also with sources on the Internet or network environment. The binding process itself is based on requests for the type of how SQL databases work. By the way, the Access program also supports them.
How to create databases based on templates?
The Microsoft Access program is the main element of the table. This component in appearance is very similar to Excel tables, but it has more opportunities. Yes, and the principle of working with these elements has its own distinctive features. However, when you start your own database, it is quite simple. After the welcoming window appears, the selection of templates is provided, based on which the future database structure will be created in the table form. In a different way, this view is called backstage. Here you can find and built-in blanks that you will need when performing specific tasks. If none of the presented billets does not meet the user's requirement that it is unlikely to refer to the search on the official resource of Microsoft. When the desired template is selected, it will need to be saved as a file, specifying the name and location. The application will then automatically form the desired tabular structure.
How to create a database from scratch?
This issue should take into account a number of restrictions. For example, databases for desktop personal computers do not support Internet publications. Web databases are not consistent with some features of the previous ones. After the starting table is created, it will be possible to move to the introduction of information. It is worth paying special attention at the time that the data can be made exclusively in adjacent lines and columns. It is not necessary to add empty cells between them, as is done in the Excel application. The best condition is that each column must contain only one type of data. Thus, if the format initially provides for the use of the date and time, then the information entered in the column with the calculations based on the exponent will not be recognized. If possible, you need to plan the table in this perspective. To simplify work, you can use a special design mode.
Features of import and binding data with other sources
If we talk about importing data, then the Microsoft Access program has practically unlimited possibilities. The main condition is that imported data should be divided according to the type of tables, as is done in Wordi Excel. If imports are carried out, for example, in a textual version of the Notepad program, then to create a similar structure, you can use the Tab key (tabulator). It is also possible to use Share Point lists and binding data to simplify work. For this purpose on the external data tab, which is located in the binding and import group, a special team is applied. Here are also offered and ready-made solutions (Word, Excel So below). If you select, you can only specify the location of the required file, the storage location in the current database, and then confirm your choice.
Afterword
Thus, the Access application looks like. At the moment, this program is very popular among a wide range of users, as its developers, tried to combine the possibilities of other programs of this type. This made it possible to make this application very flexible in the automation of most necessary functions and configuration. You can only add that Microsoft Access is a powerful software product for data processing. Access allows you to easily create databases and manage them. This software product is suitable for both small projects and large businesses. Access is an excellent helper for storing information of various kinds.
