How to use Microsoft Access
- Microsoft Quick Start
- Keyboard shortcuts for Microsoft Access 2013 and 2016
- Click here for the brochure.
Basics
To Create a Database
- Open Acces 2016
- Click an option
- Create your own (Blank desktop)
- Choose from popular templates
- Search for a preferred template
To Open an Existing Database
- Click the Open tab
- Click a database in the recent list
- or click Browse and look for it.
Keyboard Shortcuts
Keys |
Task |
Ctrl + X | Cut |
Ctrl + C | Copy |
Ctrl + A | Select All |
Ctrl + V | Paste |
Ctrl + F | Find |
Ctrl + H | Replace |
Tab | Next Field |
Ctrl + Z | Undo |
Ctrl + ; | Insert date |
Shift + Ctrl + : | Insert time |
F7 | Check spelling |
Data Types
Type | Description |
Short Text | Stores text, numbers or a combination up to 255 characters long |
Long Text | Stores long text, up to 64,000 characters long |
Number | Just numbers for calculations |
Date/Time | Dates, times or both |
Currency | Numbers and symbols for money |
AutoNumber | Auto fill unique number for each record |
Yes/No | Yes or No, that’s it |
OLE Object | Stores object form other programs (graphic, Excel, etc.) |
Hyperlink | Stores links that are shortened |
Lookup Wizard | Create a field that helps you create a field whose values are selected from something else (table, query or list of values) |
Attachment | Allows you to attach files and images to your database |
Database Objects
Type | Description |
Tables | Used to store data in rows and columns |
Queries | Filter, view, calculate, change, sort, and examine data stored in the tables |
Forms | Provide an easy way to enter and view data |
Reports | Present data in a printed format |
Macros | Automate common tasks, to save time |
Modules | Groups of procedures written in visual basic to automate tasks |
Page | Objects have been replaced by Windows SharePoint services. |
Working with Database Objects
A database object is any defined object in a database that is used to store or reference data. Some examples of database objects include tables, views, clusters, sequences, indexes, and synonyms (definition quoted from here)
To Open an Object
- Double click it in the navigation pane
To Create a New Object
Click Create tab
- Click a button for the object you want
Modify an Object
- Click on the object in question
- Click on the Format tab
Delete an Object
- Select the object
- Press Delete
- Click Yes to confirm
Rename an Object
Option 1
- Right click
- Select Rename
Option 2
- Double click in the Feild name
Repair/Compress a Database
Database files can grow quickly as you use them, sometimes impeding performance. They can also occasionally become corrupted or damaged. You can use the Compact and Repair Database command in Microsoft Office Access to prevent or fix these problems. (Click here for the full explanation)
- Click the Database Tools tab
- Select Compact and Repair Database
Import Data
- Click the External Data tab
- Click the type you want to import
- Follow prompts
Export Data
- Click External Data tab
- Click the type of file you want to export to
- follow prompts
Working with Tables
Linking Table Relationships
- Click Database Tools tab
- Click Relationships button
- Click the Design tab
- Click Show Table
- Click Add
- Repeat it for each table and close when done
- Drag a field from one table and drop it on the desired table.
Sort Information
Option 1 
- Click in the part you want to sort
- Click the Home tab
- Click the Ascending or Descending button
Option 2
- Select the down arrow next to Title you want to sort
- Select Sort A to Z or Sort Z to A
Filter Information
Option 1
- Click in the column you want to filter
- Click the Home tab
- Click the Filter button
Option 2
- Click the down arrow next to the title
- Make adjustments required
- Click OK when done
Remove a Filter
Option 1 
- Click the Toggle Filter button in the Sort & Filter group
Option 2
- Click the down arrow next to the title you want to adjust
- Click Clear filter from title
Change a Fields Data Type
- Click Fields tab under Table Tools
- Click Data Type list arrow
- Select data type
Working with Queries
To Create a Select Query
- Click the Create tab
- Click Query Wizard button
- Follow the Prompts
To Switch Views
- Click Home tab
- Click the View button
- Select Datasheet or Design View
To Summarize Values
- Open the Query in Datasheet view
- Click the Home tab
- Click the Totals
- Click the list arrow to select a calculation type (Sum, Average, etc.)
Quick Look at Making Queries
- Select the tables to query from the drop down
- Click the field you want
- Then the arrow to switch it over
- Check your list of selected fields to view on the right
- Click next to save the query
- Name it and open it when you want from the right
Delete Queries
Option 1
- Select the Query in the navigation bar
- Press Delete on your keyboard
Option 2
- Select the Query in the navigation bar
- Press the Delete button
- Choose an option
- Click Yes to agree to delete it
Click here for the brochure.