MS Access is part of Microsoft office suite, which has now found great popularity across Corporate houses and Multi Nationals. Professionals and trained users have used the application to build databases for varied purposes.
Using the application to build a database, although not exactly difficult, can be confusing. For building a working database, you must not only create the database files but also create a table to enter information. Creation of each item one at a time would make you enter your data within the hour.
Instructions to build the database in MS Access
Step 1: To start with, open the MS Access application through Microsoft Office. When it opens, a box would pop up on the screen giving you various options to choose from. Select the radio button that is next to the option ‘Blank Access Database’ and click OK.
Step 2: Then you need to save your Database. There a file box would pop up that will ask you for a file name. Here you need to make sure that you are saving the file in the location where you wish to keep it, like ‘My Documents’ or the Desktop.
Step 3: Now you should type your file name and then click on ‘Create’. You would then be able to see your database window open within the Access program.
Steps to create a table within your Access database
Step 1: Create a table for your data; the easiest way to do so is by choosing ‘Create Table in Design View’ that you would see in your database window. Double click on the option for opening it.
Step 2: Now you need to define the fields that you need for your data, by thinking of the information you need in your database. The first field that you need to define would be ‘Name’ wherein you need to type ‘Name’ under the field name column.
Step 3: Proceed further with the Data Type Column. Most data that you have to enter would be text which should be default that you are seeing. If you do not wish to change it, tab over to Description Column and type a description of the field
Step 4: To return to the Field Name column, push the tab key to type the name of the next field. Tab over to continue to create the table in the same way till all the fields that you need are included. If you’re making a mailing list, for instance, the usual field names would be ‘Name’, ‘Address’, ‘City’ and ‘State’.
Step 5: Select a Primary key for your table for the search function of the program; which can be a customer number or the customer name. Select ‘Customer Name’ in the Field name column. On the left of the row, you would see an arrow. At the top of the screen, look at the toolbar and find an icon of a yellow key. Click on that picture, thereby making ‘Customer Name’ your primary key.
After following the steps, save your table by pressing the Ctrl and ‘S’ key together, and then naming the table.