Microsoft Access is a software that allows users to store and organize data. With Microsoft Access one can practically set up a data management system. A database is a collection of data or information. Usually, in a business or an organization, Microsoft Access can help to keep track of important records and files. With Microsoft Access, one can add, change or delete data or even create reports on the content in the database. In this post, I’ll share an introduction to Access along with tips on how to use Microsoft Access.
How to Use Microsoft Access – Instructions
1. Before you purchase Microsoft Access or try to get it on your system, ensure that the operating system on your computer can store and use Microsoft access. Overall, ensure that your system meets the requirement of Microsoft minimum system requirements.
2. Once access is on your system, you will see something very similar to a spreadsheet. Access contains the following: tables, queries and reports. The tables will basically store the information that needs to be stored.
3. You can store information on access database by double-clicking on a table and then adding the particular information at the bottom of the table. Access is not only useful to store information but it has further importance in retrieving information.
4. You can retrieve this information by using a query:
5. When you use a query or rather when you want to query something, you must open the database in which you want to query.
6. If you are using Access 2000- 2003, first go to the File menu and select Open in access and choose the desired database to be opened and then press Open. If you are using access 2007, select the Office button and then click New.
7. With Access 2000-2003, double click Create Query by Using the Wizard. With Access 2007, look for the Create tab and press Query Wizard. Afterwards, select Simple Query Wizard and then OK.
8. After opening the query wizard, choose the table to be queried in the drop-down list marked Tables/Queries. Double click the items on the Available Fields menu if they are to be queried. Afterwards, click Next.
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9. You will be prompted to make a choice between a detailed and a summary query. Choose in order for your query to be customized and then click Next.
10. Write a title for your query and finally press Finish to run your query so that you can read the results.
11. After reading the results of your query, you may want to make a report. To make an auto report, select the Report tab.
12. Select New and a dialog box will appear.
13. Make a choice between Columnar and Tabular.
14. Select the table or query that you need to use for your report and then press OK.
15. If you want to make your own report, the different steps you will take is that when your dialog box appears, select Design View, select your table or query and finally, press OK.
16. If you are using the Report Wizard, in the dialog box click the Wizard that you would like for your report. Click OK and then follow the instructions of the wizard.
Tips and Warning
- Use Access when you need multiple tables to store your data and if in the future the need arises for you to add more tables.
- Use Access when you have a large amount of information to store and organize.
- Use Access when you need to run complex queries.