Make Database Using Microsoft Access – Microsoft Access is a clever programming application that comes packaged with the Microsoft Office Professional Suite. With this basic database instrument, we beyond any doubt can figure out how to more readily sort out our work, and our life
Is a social database instrument. This implies all information is sorted out into (related) tables. You may utilize the instrument to spending plan your month to month costs, arrange your library inventory or keep up an intricate location book; the key lies in organizing your information into basic, non-excess tables that can be connected together.
“Recollects” your information. Not at all like Excel, it additionally fills in as a consistent memory bank that stores and recollects your information so you can without much of a stretch recover it for sometime later. For example, you may have put away a few Excel sheets for month to month costs. In any case, on the off chance that you presently need to join these sheets and study them together, you’ll need to utilize uncommon (and in some cases lumbering) Excel highlights like outlines, dashboards, and so on. In Access, this is consistent.
Makes complex information activities easy. Access offers all the fundamental tasks that Excel does, such as arranging, estimations, channels, and so forth. Likewise, it additionally enables you to join or reject information from tables (like joining Excel sheets) in view of extraordinary criteria. Also, fortunately the majority of this is easy in Access.
- Organize your data into structured tables.
If you intend using Access database, chances are that you already have a fair idea about the table structures you want to create. Think of this as an important preparatory step as it is the structure of your tables that decides the success of your Access application.
- Create the Tables
Once you successfully launch and create your first database, Access opens up the “Table Tools” View to create tables, because really, Access is all about tables! Here, we will create a simple budget application with 3 tables: Regular Expenses, Monthly Income and Monthly Expenses. The columns highlighted in blue are unique, and can hence be used as the primary key.
- Enter data into tables
In this step, we will manually enter data into the tables. But do note that Access offers several other effortless ways to import data into tables (from an Excel sheet, from a text file, etc.).Here, we must mention that Access wins over Excel in data validation if the tables are rightly designed. To understand the relevance of table design, we will simply add data to the “Regular Expenses” table and explore the challenges.
- (Re)Design your Tables
Once you’ve created your tables, we bet you’re curious to see if they turned out okay. In fact, it’s important to do this so you can include any additional rules for data validation and accuracy. You can verify this in the “Design View”.
The more flexible Design View of Access is easily accessed using the DESIGN Tab -> View -> Design View. (Alternately, you can click on the table name in the left-side tab, and choose “Design View”.)
- Define Table Relationships
Any time you want to simply “view” your table data, the Datasheet View can be used. But we reckon you’d like to view the combined results of all your tables. This can be cumbersome to do in Excel but is effortless in Access. The key is in defining table relationships.
Relationships define how our tables are “connected” to each other. These connecting links are called “foreign keys” in Database jargon.
To define table relationships in Access, go to DATABASE TOOLS Tab and click on Relationships. You will see a dialog box that lists all tables. Double click on each table until they are seen in the background relationships view. If a table appears more than once, you can right-click on the extra table and select “Hide Table”.
- Query and View data from your Tables
This is perhaps the most significant and useful part of using Access over Excel. You see, we’ve created our tables with the right design, added data and defined relationships. The next important step is to put this all together and view what our combined data looks like. And this is done through a QUERY.