Microsoft Access is an RDBMS application designed and developed by Microsoft. Currently Microsoft Access is being distributed as Microsoft Office Access.

Access is used to create database and it keeps data in the format of Access Jet Database Engine.  You can also import and export data with any other database application.

Creating a database in MS Office Access is very simple if you have basic knowledge of some relational database terminologies. A working database must have correct tables where information can be filled.

Here are the guidelines to build a database in Microsoft Access:

Create a Database

Step1:

Launch the MS Access application where you will see a pop-up list options. Select the radio button ‘Blank Access Database’ option from the list and then hit ‘OK’.

Step2:

You need to Save the created database and also provide the appropriate name to the database. You must keep in mind to save the database which you can remember in future or in the location which you visit very often like ‘My Document’. Database name must be relevant to the content and purpose of the database.

Step3:

At this point you will need to insert the file name and the select the ‘Create’ option which will load your database on the MS Access window.

Create Tables in your database

Step1:

Select the option ‘Create Table in Design View’ which can find in the database window. Now determine the field where you need to enter your data.  Now define the information which you want to be represented in this database like mailing list, product information, invoices, etc. the first feidl in the table must be defined as ‘Name’ and you would need to insert ‘Name’ in this field manually.

Step3:

Now reach at “Description” tab and insert the description of the field or column like ‘Product ID’, ‘Invoice no’, etc.

Step4:

Now get back to the ‘Name’ field and type the name of the next item in the table as per your requirement like ‘Invoice data’ if you are making database to manage your office’s incoming and outgoing invoices. After this you can continue to the same process to add the description.

Step5:

Select the Primary Key for the table which will be used to search the functions in the program. This key will be a unique identification of the database like customer id, invoice id, product id, etc.

Step6:

Now save your table and also provide the name for each table.

Inserting data in your Database:

Step1:

You can start entering data on table once you are though with all the steps mentioned above. Double click on the table name from the main window and start putting the information in the table.

Step2:

Enter the data in streamlined way like first enter the value in Primary Key field or in Customer ID, Product Id, etc.

Step3:

Close and save the table once you have finished entering all the relevant data. The data will be saved in the database and it can be fetched anytime in future.