Microsoft Access 2016: How To

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How to use Microsoft Access


To Create a DatabaseClick Blank desktop 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 DatabaseOpen a File

  1. Click the Open tab
  2. Click a database in the recent list
    • or click Browse and look for it.




Keyboard Shortcuts



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Page Objects have been replaced by Windows SharePoint services.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

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 ObjectOpen an object

  • Double click it in the navigation pane




To Create a New ObjectCreate an 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 ObjectPress Delete, Click Yes

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




Rename an ObjectRight click, rename Field

Option 1

  1. Right click
  2. Select Rename



Option 2double-click and rename

  1. Double click in the Feild name




Repair/Compress a DatabaseClick Database Tools tab, Click Compact and Repair 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 DataClick External Data, Select option

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



Export DataExport Data, Click an option

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



Working with Tables

Linking Table RelationshipsClick Database Tools, Click Show Table

  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 Home tab, Ascending or Descending button

  1. Click in the part you want to sort
  2. Click the Home tab
  3. Click the Ascending or Descending button



Option 2click down arrow, click Sort A to Z or Sort Z to A

  • Select the down arrow next to Title you want to sort
  • Select Sort A to Z or Sort Z to A 


Filter Information

Option 1Click Filter button, make selection, Press OK

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



Option 2Click down arrow, select Filters, Click OK when done

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



Remove a Filter

Option 1 Toggle Filter button

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




Option 2Click the down arrow Select Clear filter from title

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




Change a Fields Data TypeFields tab, change 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 QueryCreate tab, Query Wizard button

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



To Switch ViewsHome tab, Click view, select option

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



To Summarize ValuesHome tab, click Totals, scroll down select options

  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 QueriesQueries

  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 2Home tab, click Delete, select option

  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



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