Access is a popular database program that you can use to catalog and manage large amounts of data. You can use Access to manage anything, from a simple table of data to large, multifaceted lists of information. If you are new to Access, you should take a moment and familiarize yourself with the basic terms that are associated with the program.

Defining Databases

Simply defined, a database is a collection of information. You use databases every day whether you are aware of it or not. Common databases include telephone directories or television program schedules. Your own database examples might include a list of contacts that contains addresses and phone numbers. Other examples of real-world databases include product inventories, client invoices, and employee payroll lists.

Tables

The heart of any Access database is a table. A table is a list of information organized into columns and rows. In the example of a client contact database, the table might list the names, addresses, phone numbers, company name, title, and e-mail addresses of your clients. You can have numerous tables in your Access database. For example, you might have one table listing client information and another table listing your company's products.

Records and Fields

Every entry that you make in an Access table is called a record. Records always appear as rows in a database. You can organize the information for each record in a separate column, which is called a field. For example, in a client contact list, you might include fields for first name, last name, company name, title, address, city, zip code, phone number, and e-mail address. Field names appear at the top of the table.

Forms

You can enter your database records directly into an Access table, or you can simplify the process by using a form. Access forms present your table fields in an easy-to-read, fill-in-theblank format. Forms allow you to enter records one at a time. Forms are a great way to speed up data entry, particularly if other users are adding information to your database list.

Reports and Queries

As soon as you create an Access database, you can begin to manipulate data. You can use the report feature to summarize data in your tables and generate printouts of pertinent information, such as your top ten salespeople and your topselling products. You can use queries to sort and filter your data. For example, you can choose to view only a few of your table fields and filter them to match certain criteria.

Planning a Database

The first step to building an Access database is to decide what sort of data you want to store and manage. Think about what sort of actions you want to perform on your data, and how you want to organize it. How many tables of data do you need? What types of fields do you need for your records? What sort of reports and queries do you hope to create? You might also take time to sketch out on paper how you want to group the information into tables and how the tables will relate to each other. Taking time to plan the database in advance can save you time when you build the file.

To learn how to add data to a database, see Chapter 19.

You can start a new, blank database and populate it with data. When you create a new database file, Access prompts you to assign a name to the file. Every time you launch Access, the Getting Started screen, or Welcome screen, appears with options for creating a new database or for opening an existing file.

Create a Blank Database

Access automatically assigns the .accdb extension to all database files. This extension stands for Access Database.

You can now create your own tables, enter records, and more.

The Getting Started screen opens, and you can follow Steps 2 and 3 to create a new file.

Note

What happened to the database window?

In previous versions of Access, the database window listed all of the objects associated with your database, such as tables, forms, queries, and reports. In Access 2007, the Navigation pane replaces the database window. You can use the pane to open various objects. By default, the pane appears on the left side of the program window. You can collapse the pane to increase the onscreen workspace. Simply click the Shutter Bar Open/Close button (

How many databases can I open in Access?

Unlike other Office programs, you can only work with one database file at a time in Access. When you open a new or existing database, Access closes the currently open database file.

You can build a new database based on any of the Access online templates. When you create a new database using a template, the database includes pre-built tables and forms that you can use to simply fill in your own data. You can control the structure of your database by determining which preset tables and fields are included in the file.

Create a Database Based on a Template

Access automatically assigns the .accdb extension to all database files.

You can now create your own tables, enter records, and more.

Note

How do I know which fields to keep in or remove from my table?

To best determine which fields you need in your database, you should take time to do a little preplanning. Decide what kinds of information you want to track in your database and what sorts of reports and queries you want to generate to view your data. The Database Wizard lists suggested fields most users find necessary for the database along with optional fields. For best results, use the suggested fields. You can always remove fields that you do not use at a later time.

What kinds of templates can I find to use for a database?

Microsoft offers all kinds of templates in a variety of categories. For example, the Business category includes templates for creating contact lists, assets, marketing projects, and events. The Education category includes templates for creating student and faculty database lists. You can also log onto the Website weekly to find new featured templates you can download.