For anybody who is not used to working with databases, Microsoft Access can be intimidating. The first thing what every new database user has to learn is the terminology, which can be very confusing. Typically each table represents particular information like a person, a place, etc. Every table contains fields that show information like person’s name, date of birth etc.
All tables can be linked together in order to avoid duplication and it is one of the main reasons why most people would choose Access instead of Excel. Normalization is the process of breaking data down for avoiding duplication. This process is difficult to grasp for many people.
At first you should launch MS Access and create a new database. Give it a new name. You have created a database but haven’t created a table where you can store your data yet. There are three ways you can create a table in Access. You can use a Datasheet view, the Table Design view or to import data from another program that is already in a table format. In order to create a blank table you should select Create and then Table option. Then you will see a new table as a tab the column “Add new field” will be active.
There are also table templates available for creating new tables. If you want to use a template you should choose Create and then Table Template and you will see the list of available templates. Now you can select the template you want to use and Access will use the template for creating a table. A new table will have the default fields but it will also have the Add new fields option if you need to create additional fields.
You can add new fields and fill them up with data. When you are done adding fields and data, save the table. Select Save option from the menu and type in the name of your new table. You should remember that the table is the structure within your database. They are related but still represent different structures. This process can be repeated for any amount of tables within your database.
Fields have different properties like the size, the acceptable data format, whether the field is required or not, the default values and whether the table will be indexed in the field. There are also different types of data fields like text, number, memo, date/time, currency, yes/no, hyperlink, attachment, OLE subject, auto number and lookup wizard. The text field can contain up to 255 characters and the memo data type fields are good for notes or free-form information.
Surely, there is so much more information about the Access database for you to master. But the above information is a good way to start figuring out how to use the database.
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