Access 2. 01. 0: database tasks - Access. What is Access? Access 2. You can keep your data on your computer, or you can publish to the Web — so others can use your database with a web browser. Many people start using Access when the program that they are using to keep track of something gradually becomes less fit for the task. For example, suppose you are an event planner, and you want to keep track of all the details that you need to manage to make your events successful.
If you use a word processor or spreadsheet program to do this, you can easily run into trouble with duplicate and inconsistent data. You can use calendaring software, but tracking financial information in a calendar isn't a good fit. Relational databases in Access. Sometimes you need a relational database to track such information — a storehouse of data that has been separated into smaller collections of data (called tables) to eliminate redundancy, and then related together based on common bits of information (called fields). For example, an event planning relational database might contain a table with customer information, a table with vendor information, and a table with event information. The table with event information might have a field to relate it to the customer table, and a field to relate it to the vendor table.
That way, for example, if a vendor's phone number changed, the information could be changed once in the vendor table, instead of in every event that involved the vendor. Access is a tool that you can use to quickly and easily develop relational database applications that help you manage information. You can create a database to help you keep track of just about any kind of information, such as inventory, professional contacts, or business processes.
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In fact, Access comes with templates that you can use right away to track a variety of information, making things easy even for a beginner. When you open Access. When you start Access 2. Microsoft Office Backstage view, where you can get information about the current database, create a new database, open an existing database, and view featured content from Office. Backstage view also contains many other commands that you can use to adjust, maintain, or share your databases. Commands in Backstage view generally apply to entire databases, not to objects inside of a database. Note: You can get to Backstage view at any time by clicking the File tab.
Top of Page. Find and apply a template. Access provides you with a wide variety of templates that you can use to speed up your database creation process. A template is a ready- to- use database that contains all of the tables, queries, forms, and reports needed for performing a specific task. For example, there are templates that can be used to track issues, manage contacts, or keep a record of expenses. Some templates contain a few sample records to help demonstrate their use. Template databases can be used as is, or you can customize them to better fit your needs. To find and apply a template to your database, do the following: On the File tab, click New.
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Under Available Templates, do one of the following: To reuse a template that you’ve recently used, click Recent Templates, and then select the template that you want. To use a template that you already have installed, click My Templates, and then select the template that you want. To find a template on Office. Office. com Templates, click a template category, select the template that you want, and then click Download to download the template from Office . You can also search for templates on Office.
Access. In the Search Office. Optionally, click the folder icon next to the File Name box to browse to a location where you want to create the database. If you don't indicate a specific location, Access creates the database in the default location that is displayed below the File Name box.
Click Create. Access creates the database and opens it for use. Top of Page. Create a database from scratch. If you want a more thorough introduction to the concepts behind using Access to create a database, see the article Database design basics. If none of the templates fits your needs, or if you have data in another program that you want to use in Access, you may decide that it is better to create a database from scratch. In Access 2. 01. 0, you have a choice: a standard desktop database, or a web database. For more information about web databases, see the article Build a database to share on the Web.
To create a new database, do the following: Start Access. On the New tab in Backstage view, click Blank Database or Blank Web Database.
Important: The choice that you make here will determine what features are available in the database. Desktop databases cannot be published to the Web, and web databases do not support some desktop features, such as totals queries. On the right, type a name for your database in the File Name box. To change the location in which you create the file, click Browse. File Name box, browse to and select the new location, and then click OK. Click Create. Access creates the database, and then opens an empty table (named Table. Datasheet view. Access puts the cursor in the first empty cell in the Click to Add column of the new table.
To add data, begin typing — or you can paste data from another source, as described in the section Paste data from another source into an Access table, later in this article. Notes: Entering data in Datasheet view is designed to be very similar to entering data in an Excel worksheet.
The main restriction is that data must be entered in contiguous rows and columns, starting at the upper- left corner of the datasheet. You should not try to format your data by including blank rows or columns as you might do in an Excel worksheet, because doing so will waste space in your table. The table merely contains your data. All visual presentation of that data will be done in the forms and reports that you design later.
The table structure is created while you enter data. Any time that you add a new column to the datasheet, a new field is defined in the table. Access sets the data type of the field based on the type of data that you enter. For example, if you have a column in which you have entered only date values, Access will set the data type of that field to Date/Time.
If you later attempt to enter a non- date value (such as a name or a phone number) in that field, Access displays a message informing you that the value does not match the data type of the column. When possible, you should plan your table so that each column contains the same type of data, whether it is text, dates, numbers, or some other type. This makes it much easier to build queries, forms, and reports that select just the data that you want. If you do not want to enter data yet, click Close. Note: Access will delete Table. Top of Page. Open an existing Access database.
Tip: To quickly open one of the last several databases that you had open, on the File tab, click Recent, and then click the file name. On the File tab, click Open. Click a shortcut in the Open dialog box — or, in the Look in box, click the drive or folder that contains the database that you want. In the folder list, double- click folders until you open the folder that contains the database.
When you find the database, do one of the following: To open the database in default open mode, double- click it. To open the database for shared access in a multiuser environment, so that both you and other users can both read and write to the database at the same time, click Open. To open the database for read- only access, so that you can view it but cannot edit it, click the arrow next to the Open button, and then click Open Read- Only. To open the database for exclusive access, so that no one else can open it while you have it open, click the arrow next to the Open button, and then click Open Exclusive. To open the database for read- only access, click the arrow next to the Open button, and then click Open Exclusive Read- Only Other users can still open the database, but they only have read- only access. If you can't find the database that you want to open In the Open dialog box, click the My Computer shortcut — or, in the Look in box, click My Computer. In the list of drives, right- click the drive that you think might contain the database, and then click Search.
Enter your search criteria, and then press ENTER to search for the database. If the database is found, open it by double- clicking it in the Search Results dialog box. Because the search was initiated from the Open dialog box, you must click Cancel in that dialog box before the database will open. You can directly open a data file in an external file format (such as d. BASE, Paradox, Microsoft Exchange, or Excel). You can also directly open any ODBC data source, such as Microsoft SQL Server or Microsoft Fox. Pro. Access automatically creates a new Access database in the same folder as the data file, and adds links to each table in the external database.
Top of Page. Get started using your new database. Depending on the template that you used, you might need to do one or more of the following to get started with the new database: If Access displays a Login dialog box with an empty list of users, use the following procedure to get started: Click New User. Fill in the User Details form. Click Save & Close. Select the user name you just entered, and then click Login. If Access displays an empty datasheet, you can begin typing data directly into that datasheet, or click other buttons and tabs to explore the database.
If Access displays a Getting Started page, you can click links on that page to learn more about the database, or click other buttons and tabs to explore the database. 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, you will need to log in again.