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How to Create an Input Form in MS Access

Microsoft Office Access is one of the famous Database Management System developed and manufactured by Microsoft. It was earlier marketed as Microsoft Access but it has recently been re-branded by Microsoft. This application is used for creating database and store data it its original format which is supported by the latest technology known as Access jet Database Engine. It is also used to import data and link data directly from other applications and databases. Which means you can access an Access database with any other database files like Oracle and SQL.

It is very important to keep in mind that in the real world how Microsoft Access is used with other products. A complete Access solution may have Microsoft Access Forms and Reports managing Microsoft Access tables. On the other hand, Microsoft Access can be used only as the front-end, using another product for the back end tables like as Microsoft SQL server and non Microsoft products like Oracle. Similarly, some applications will only use the Microsoft Access tables and use another product as a front end like Visual Basic or technologies like Microsoft Excel, Microsoft outlook and ActiveX Data Objects.

Below I am giving few steps to create an Input Form in MS Access.

Step 1:

Firstly select Form from the Objects menu which is on the left hand side of the Microsoft Access screen. you can now select Create form using Wizard from the menu that appears but you can create forms without the wizard or helper program, it will give a number of automatic functions for you and then you can easily change these menus once the form is created.

Step 2:

The second step is to select a data table where you want to insert the required information. This will show you the list of options where you need to select the specified fields data and items. You can also choose a number or a data field where you would like all the information to be stored. You can also use or choose more than one fields and the setup wizard will create different boxes automatically. These boxes can be used to represent separate information.

Step 3:

Once the above steps are performed successfully, you need to select the layout type. A layout type is a representation of the data which can be a Standard layout or a columnar layout.  These settings can be edited even after the setup process or wizard is closed. Click on Finish once the steps are performed and then it will open the form in the standard layout. After this step, you will be able to modify the look and feel of the data represented using the standard layout frame.

Once all these steps performed you are ready to save the data and work you have done so far. You can always come back to the same screen if you would like to make any changes in future as well.

How to Create a Microsoft Access Field for Hyperlinks

MS Access stores all database tablets, queries, reports, forms, macros and modules in the Access Jet database as a simple file.

For query development MS Access offers a Query Designer a graphical user interface that allows users to build queries without knowledge of the SQL programming language, in the Query Designer users can show the data sources of the query and select the field  they want returned by clicking and dragging them into the grid, one can set up joins by clicking and dragging fields in tables to field in other tables, Access allows users to view and manipulate the SQL code if desired, any Access table including linked tables from different data sources can be used in a query.

It offers several ways to secure the application while allowing users to remain productive.

Most basic is a database password, once entered then user has full control of all database objects, this is a relatively weak form of protection which can be easily cracked, a higher level of protection is use of workgroup security requiring a user name and a password. Users and groups can be specified along with their rights at that object type or individual object level, this can be used to specify people with read-only or data entry rights but may be challenging to specify.

If you want to create a Microsoft Access Field for Hyperlinks then following are steps to that.

Step 1:

You can open a table in Design view then click in the field directly underneath the location that is to contain your new hyperlink field.

Step 2:

Now you can click on the Insert Row icon in the Toolbar or you can open the Insert menu and then choose Row after that a new Row appears. Now, in this new Row window, select the Hyperlink option.

Step 3:

You can also open the table in Data sheet view for that you can open Hyperlink Column and a new column will appear, when columns appear move your column to the location you want. You can now just enter Hyperlinks in your new fields.

Above mentioned steps is to create a Microsoft Access Field for Hyperlinks.

How to Create a SQL Query in Microsoft Access

SQL is an acronym of structured query language; it is also a standard scripting language. You can use SQL to make requests from database, there are four types of SQL queries, and you can use them in MS access. These are: union, pass-through, data-definition and sub query. From this article you will learn how to create SQL queries in MS access.

Follow the steps given below to create SQL in MS access.

Step1: creating a subquery
First step is to create a new select or action query. Now go to query design view and add the desired fields to the design grid. After doing this, type a SQL statement in the criteria cell to use a subquery, it has to be done to define criteria for a field. You are using a subquery then type a select statement in the field cell instead. If it is desired to rename the field then do it and Click the View button to see the results.

Step2: Creating a union query

To create a union query, first open a database window. Now go to queries tab and click new. After clicking new, new Query dialog box opens. Next step in this section is to click design view and click ok, it will open show tables dialogue box appears. There is no need to add any tables and click close.

Now again go to query menu and then click on SQL specific and select union. After that enter SQL select statements and add the Union operation if you don’t want duplicate records or the Union All operation if you do want duplicate records. Now enter SQL statements and click view to see your results.

Step3: Creating a Pass-Through Query and Creating a Data-Definition Query

Follow above steps to create a pass-through query.

First step is to go to query menu and click on SQL Specific and then on Pass-through. Now go to view menu and select properties. After clicking property, the query property sheet appears. To define information about the database, set the database to ODBCConnectSTR property to define information. To do this, you will need information about the server. In the SQL pass- through Query window, type your pass-through query. To run this query, click run on toolbar. If the query returns records then click view instead of run.

To create a data-definition query Follow steps 1 through 4 above.

Now you will have to open the Query menu and select SQL Specific, then click on Data Definition. Now it is time to enter SQL statements for your queries and you can enter Create Table, Alter Table, Drop Table and Create Index. Now to view your records, click on run and you will be able to see records which you have created in MS Access.

There are some points; you should take care of when creating SQL queries. Pass-through queries is used to retrieve records in networked databases and data-definition queries are used database objects like those found in MS access or MS SQL servers.

How to make a Schedule in Microsoft Access

A database is collection of data in an organized format and there are various database applications available like FileMaker Pro, Oracle, SQL which makes the database management task simpler and flexible. Choosing a database application completely depends on the requirement and the complexity of data and if you are a home user or own a Small business, Microsoft Access makes the perfect choice. Microsoft Access is a DBMS computer application which is used to create and manage databases. This application is majorly used to manage Personal Information Management for small businesses.

MS Access comes with all major tools required to manage a database project and Scheduling is one of the important component. Scheduling, in other words, is to apply time management. Scheduling a task in MS Access is easier with available online templates provided by Microsoft Office online. Microsoft office is vastly used application in offices and home and users require add-ons to make the application better. Microsoft has been provided free tools, updates and security patches for all the application for the maximum performance. Microsoft has already release thousands of free resources related to Office products which makes it simple for any user to manage MS Office application.

Below are the very simple instructions to make schedule in Microsoft Access:


Select the Microsoft Access option from the Start Menu program list. Then open the ‘Template Category’ option from the Heading label and click on ‘Featuring’ option. If you are connected to internet, it would automatically lead to you to the Microsoft Office online webpage.


Once you are on the Microsoft Office online webpage, select “Browse for templates by industry option” or you can also search an Office template.


The next step would be to search for schedule template by typing “access schedule” in the “Search Template” box under “Templates”. Once the search is initiated, it will show the search result of the available templates. Select the template from the list which is compatible with Microsoft Access. The appropriate template will always have the Microsoft Access icon displayed in front of it.


A sample template like “Resource scheduling database” will be displayed on screen which needs to be downloaded by clicking the “download” button. This step will download the schedule template on your computer and once this step is finished, a message is appeared on Microsoft Office online website for the completion of successful download.


You do not need to reboot your system for changes to take effect. The computer will open the file itself and you can start using the schedule template by putting the scheduling information in.

These simple steps would allow downloading schedule template and make those templates work with Microsoft Access to manage time resources appropriately. With the vastly available schedule templates on Microsoft Office online website, you can choose an appropriate schedule template to work with Microsoft Access and make the scheduling in your database.

How to use MS Access SQL to combine 2 queries or tables

When you are using MS Access SQL, sometimes you need to combine two queries or tables. Suppose that you are creating separate tables for each month salary or any other record. Now you want to see across the entire time period. You can also create a new table consisting of the record of all these tables, but sometimes it is not very useful or desirable. We recommend you to use MS access SQL to join or combine these tables or queries. This article will tell you about how to use MS Access SQL to combine two tables or queries.


MS Access SQL is one of the relation database management tools designed by Microsoft. Previously it was known as MS access only. This is one of the most popular database managers present today. The working of this tool is very simple: it store data, then analyze and update the data. Microsoft Access SQL simplifies the queries given by you and updates those queries.

Steps to use MS Access SQL to combine two tables:


The very first step is to create a new query and go to SQL view. Now you have to type some SQL commands like select* from, now press enter.


After typing the SQL command, type union all and press enter.

Step 3:

Now you will type select*from to give the name of second table or query. Now these steps are done, repeat step 2 and 3.

Step 4:

Now you just have to run these queries, if you want to filter these queries then you have to save these queries. You can also use JOIN command to retrieve multiple tables. There can be several types of join like inner join, outer join, left join, right join. It works same as UNION statement.

JOIN is also very useful in retrieving data from multiple tables. JOIN statement also improves performance of the data base server. If you are using union all, it will return all the resources. If you do not want to return all the resources just use UNION. We recommend you to keep the square bracket in each SELECT statement. Sometimes the numbers of columns are not identical so you have to use field names like SELECT [field 1][field 5]. We recommended you to use union rather than union all command, because it is helpful when the returned columns from the different tables do not have columns or data that can be compared or joined. It also stop running multiple queries and appending the results in the application code. May be sometime your column name do not match while using UNION statement, then you should use aliases to give a meaningful result. UNION statement is very useful for occasional use but when you will use it frequently it will apply a heavy load on the database server.

How to Select Unique Values Using SQL in Microsoft Access

Microsoft Access is one of the most popular database programs of Windows. It has made a big impact around the world and is mostly used by people at workplaces to create numerical data in a presentation format, to compare trends and forecasting. For purposes like these, the use of SQL commands has become very common in the application package. SQL, alias for Structured Query Language, is a computer language that is designed for managing data in database management systems the uses of which include data insertion, queries, deletion and updates.

There are many language elements that are sub-divided from the language. There are clauses which constitute components of queries and statements and are in some cases optional. Then there are expressions which produce either tables or scalar values and consist of rows and columns of data. There are the Queries that retrieve data based on some specific criteria, and the Statements that control transactions, connections, sessions, program flow or diagnostics.

In SQL, the most common operation is the query that is performed with the declarative SELECT statement. This statement retrieves specific data from a table. Queries thus help in obtaining a particular part of the data. The SELECT statement has optional keywords and many clauses. For example, the FROM clause indicates the table from which the data has to be obtained; the WHERE clause restricts the rows returned by the query; the ORDER BY clause is used to indicate the columns to sort the resulting data and the direction in which they need to be sorted.

Thus, the desired data can be accessed by the following command.



WHERE Price > 200.00

ORDER BY title;

Apart from the query operation, the Data Definition Language is an element of SQL that manages table and index structure, the most basic items of which are the CREATE, DROP, TRUNCATE and ALTER statements. While the CREATE statement creates an object in the database, the DROP statement deletes an object which cannot be rolled back. The TRUNCATE statement deletes all data from a table in a fast manner and ALTER modifies the structure of the data, for example, by adding an additional column to the table.

Also, when you obtain information from a database, you also need to take care of duplicate values. Using the SQL language, there’s a method to view only unique values. For this, certain instructions need to be followed.

Instructions to select Unique Values using SQL

Step 1: The SQL view window needs to be opened.

Step 2: Type SELECTDISTINCT followed by the name of the column containing the values. For instance, SELECTDISTINCT Designation. Hit Enter

Step 3: Type FROM followed by name of the table containing the column i.e. FROM AssociateTable.

Step 4: The query needs to be run.

Thus, the above instructions would make sure that it results in only distinct or unique values. Separating duplicate values if done manually would be a long process, resulting in wastage of time and resources.

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