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

1. Open Acces 2016
2. Click an option
   • Create your own (Blank desktop)
   • Choose from popular templates
   • Search for a preferred template

 

 

To Open an Existing Database

1. Click the Open tab
2. 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Page	Objects have been replaced by Windows SharePoint services.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

1. Click a button for the object you want

 

 

Modify an Object

1. Click on the object in question
2. Click on the Format tab

 

Delete an Object

1. Select the object
2. Press Delete
3. Click Yes to confirm

 

 

 

Rename an Object

Option 1

1. Right click
2. Select Rename

 

 

Option 2

1. 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)

1. Click the Database Tools tab
2. Select Compact and Repair Database

 

Import Data

1. Click the External Data tab
2. Click the type you want to import
3. Follow prompts

 

 

Export Data

1. Click External Data tab
2. Click the type of file you want to export to
3. follow prompts

 

 

Working with Tables

Linking Table Relationships

1. Click Database Tools tab
2. Click Relationships button
3. Click the Design tab
4. Click Show Table
5. Click Add
   • Repeat it for each table and close when done
6. Drag a field from one table and drop it on the desired table.

 

Sort Information

Option 1 

1. Click in the part you want to sort
2. Click the Home tab
3. 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

1. Click in the column you want to filter
2. Click the Home tab
3. Click the Filter button

 

 

Option 2

1. Click the down arrow next to the title
2. Make adjustments required
3. Click OK when done

 

 

Remove a Filter

Option 1 

• Click the Toggle Filter button in the Sort & Filter group

 

 

 

Option 2

1. Click the down arrow next to the title you want to adjust
2. Click Clear filter from title

 

 

 

Change a Fields Data Type

1. Click Fields tab under Table Tools
2. Click Data Type list arrow
3. Select data type

 

 

Working with Queries

To Create a Select Query

1. Click the Create tab
2. Click Query Wizard button
3. Follow the Prompts

 

 

To Switch Views

1. Click Home tab
2. Click the View button
3. Select Datasheet or Design View

 

 

To Summarize Values

1. Open the Query in Datasheet view
2. Click the Home tab
3. Click the Totals
4. Click the list arrow to select a calculation type (Sum, Average, etc.)

 

 

Quick Look at Making Queries

1. Select the tables to query from the drop down
2. Click the field you want
3. Then the arrow to switch it over
4. Check your list of selected fields to view on the right
5. Click next to save the query
6. Name it and open it when you want from the right

 

Delete Queries

Option 1

1. Select the Query in the navigation bar
2. Press Delete on your keyboard

 

Option 2

1. Select the Query in the navigation bar
2. Press the Delete button
3. Choose an option
4. Click Yes to agree to delete it

 

 

Click here for the brochure.