If you have an Office 365 subscription, one of the apps you can access is Access. It is a tool for creating various types of databases and reports on your computer. If you are looking for a method to create a database, MS Access is the best way to do it, whether you want to create a simple or complex database.
You can use this tool to create a database, create data entry forms, filter data with custom queries, and generate reports based on your data. There are step-by-step wizards to help you create these elements, so they are not that hard to use.
How to Create a Blank Database Using MS Access
The first thing you need to do is create a database. To do this, start a new database in Access. It will store your data tables, forms, queries and reports. To do this, you can use one of the many templates that Access provides, or create one from scratch.
Here we will create a database that will store student information and use an empty database template.
- Start the Access application on your computer.
- Click New in the left sidebar to create a new database.
- Select the Empty Database option in the right side pane to create a new empty database.
- Click the small folder icon and select the path to save the database. Then click the “Create” button.
- This is how you create a database using Access. Your database must be accessible at the specified path.
Create a table in your database
The foundation of any database is tables. It is in these tables that your data is stored in various columns, and it is from these tables that you can run queries and create reports.
When you create a new database in Access, the Create New Table screen opens in Table View. This view is not easy to work with, so you need to change it to design view and then create the table columns.
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- Right-click the table you just created and select Design.
- First, you will be prompted to save the table. Enter a name for the table and click OK.
- On the next screen, you can add columns and their data types to the table. Leave the first column as it is because it generates a unique ID for each of your items.
- While we are creating the student database, place your cursor in the second field and enter the student’s name. Select “Short Text” in the “Data Type” field.
- Enter Age for the next field name and choose Number from the Data Type drop-down menu.
- Add the last column named “Country” and “Short Text” as data type.
- Press Ctrl + S to save the table.
Create a form for entering data into your database
While you can open the table as a table and add the required data to it, the form will provide you with an easier way to enter data. You also don’t have to tamper with any other data in the table, since the form only allows you to edit one record at a time.
You can use the Access Form Wizard to create a data entry form with the fields of your choice.
- While Access is still open with your database, click the New tab at the top and select the option labeled Form Wizard.
- You will be prompted to select the fields that you want to use in the form. Select whatever you need to enter a value and click the right arrow icon to add them to the list. Then click “Next” at the bottom.
- The next screen offers four form layouts to choose from. Click on any layout and a preview will appear on the left. After making your selection, click Next at the bottom.
- Enter a name for the form and click Finish.
- A form should open allowing you to add data to the table.
Create a query to filter the data in your database
Query allows you to filter the data stored in your tables using a variety of customizable criteria. For example, if you want to retrieve data for students aged 20 and over who live in the United States, you can create a query and generate a spreadsheet that contains only students who match your criteria.
- Click the New tab at the top and select Query Wizard.
- Select the first option labeled Simple Query Wizard and click OK.
- Select the table and fields you want to include in your query and click Next.
- Select the “Details” option on the next screen and click “Next” at the bottom.
- Enter a name for your request and click Finish at the bottom.
- Right-click the query you just created and select Design. You will use this view to enter the criteria for your query.
- On the next screen, you can specify filters for your request. Let’s create a rule that only shows US students aged 20 and over.
Enter> = 20 in the Criteria field in the Age field.
Enter US in the criteria line for the Country field.
- Press Ctrl + S to save your changes.
- Double click your query in the left sidebar and you will see a filtered version of your data.
How to Create a Database Report in Access
Reports are commonly used to output data from Access and view it as separate files. Access lets you create reports for selected tables and fields and uses the same wizard style as forms and queries to create reports.
- Click the Create tab at the top and select Report Wizard.
- Add the fields you want to include in the report and click Next.
- If you want to specify any grouping orders, you can do so from this screen. Then click Next.
- If you want to sort records by field, you can do so from this screen. Then click Next.
- Select a report layout and click Next.
- Enter a name for the report and click Finish.
- Right-click the report and select Preview.
- Click PDF or XPS at the top to save it in either of these formats.
Your complete database with tables, forms, queries and reports is ready.
How do you build your databases? If you are using Access, are you using the features mentioned above? Let us know in the comments below.