The main purpose of this program is to create and work with databases that can be tied up both for small projects and for large business. With it, it will be convenient for you to manage data, edit and store information.

The Microsoft Office suite application - Access - serves to work with databases.

Creating a new database

Naturally, before starting work you will need to create or open an existing database.

Open the program and go to the main menu by clicking on the "File" command, and there select the "Create" item. Creating a new database, you will be presented with a blank page that will have one table in it or a web database that allows you to use the program’s built-in tools for, for example, your publications on the Internet.

In addition, to maximize the creation of a new database, the user has a choice of templates to create a database that is focused on a specific task. This, by the way, can help you quickly create the necessary form of a table, without setting up everything manually.

Filling the database with information

Having created a database, it is necessary to fill it with relevant information, the structure of which should be thought out in advance, because the functionality of the program allows you to capture data in several forms:

1. Now the most convenient and common type of information structuring is a table. By their capabilities and appearance, the tables in Access are not very different from those in Excel, which, in turn, greatly simplifies the transfer of data from one program to another.
2. The second way to enter information is forms, they are somewhat similar to tables, however, provide a more visual display of data.
3. To calculate and display information from your database, reports are provided that allow you to analyze and calculate, for example, your income or the number of counterparties with whom you work. They are very flexible and allow you to make any calculations, depending on the data entered.
4. Receiving and sorting new data in the program is carried out through requests. With their help, you can find specific data among several tables, as well as create or update data.

All of the above functions are located in the toolbar, in the "Create" tab. There you can choose exactly which element you want to create, and then, in the opened “Constructor”, customize it.

Creating a database and importing information

Having created a new database, the only thing you will see is an empty table. You can do it manually or fill it up by copying the necessary information from the Internet. Please note that each piece of information you contribute should be placed in a separate column, and each entry should have a personal row. By the way, the columns can be renamed to better navigate their contents.

If all the information you need is in another program or source, the program allows you to set up data import.

All import settings are located in a separate tab in the control panel, which is called “External data”. Here, in the “Import and Connections” area, the available formats are listed, including Excel documents, Access, text and XML files, Internet pages, Outlook folders, etc. After selecting the required format from which the information will be transferred, you will need specify the path to the location of the file. If it is located on any server, the program will require you to enter the server address. As you import, you will encounter various settings that are designed to correctly transfer data to Access. Follow the instructions of the program.

Key Keys and Table Relations

When creating a table, the program automatically allocates each entry with a unique key. By default, it has a column of names that expands as new data is added. This column is the primary key. In addition to these basic keys, the database may also contain fields related to the information contained in another table.

For example, you have two tables containing related information. For example, they are called "Day" and "Plan." By selecting the “Monday” field in the first table, you can associate it with any field in the “Plan” table, and when you hover the cursor over one of these fields, you will see the information and related cells.

Such relationships will facilitate the readability of your database and will certainly increase its convenience and efficiency.

To create a relationship, go to the “Work with Databases” tab and in the “Relationships” area select the “Data scheme” button. In the window that appears, you will see all the databases being processed. It should be noted that the databases must contain special fields for foreign keys. In our example, if you want to display the day of the week or a number in the second table, leave the field blank, calling it Day. Also configure the format of the fields, since it should be the same for both tables.

Then, after opening two tables, drag the field that you want to link into a specially prepared field for a foreign key. The "Edit Relationships" window will appear, in which you will see separately selected fields. To ensure that the data in both related fields and tables change, check the box “Ensuring data integrity”.

Creation and types of requests

The request is an action in the program, thanks to which the user can edit or enter information into the database. In fact, requests are divided into 2 types:

1. Elective requests, thanks to which the program gets certain information and makes calculations on it.
2. Action requests that add information to the database or delete it.

Selecting the "Query Wizard" in the "Create" tab, the program will conduct the process of creating a specific type of query. Follow the instructions.

Requests can greatly help you organize data and always refer to specific information.

For example, you can create an election request for certain parameters. If you want to see information on a specific date or day of the Day table for the entire period of time, you can set up a similar query. Select "Query Designer", and in it the table you need. By default, the request will be elective, it becomes clear if you look at the toolbar with the “Selection” button highlighted there. In order for the program to search for the exact date or day that you need, find the line “Selection condition” and enter the phrase [what day?]. Remember, the query must be placed in the square arms [] and end with a question mark or a colon.

This is just one of the options for using queries. In fact, with their help, you can also create new tables, select data by criteria, etc.

Customize and use forms

Thanks to the use of forms, the user will be able to easily view the information for each field and switch between existing entries. With long-term input, the use of forms simplifies working with data.

Open the “Create” tab and find the “Form” item by clicking on which a standard form will appear, based on the data of your table. The appeared fields with information are subject to all kinds of changes, including height, width, etc. Please note that if there are relationships in the table, you will see them and can reconfigure in the same window. At the bottom of the program, you will see arrows that will allow you to open each column of your table in sequence, or immediately move to the first and last. Now each of them is a separate entry, the fields of which you can customize by clicking the mouse on the "Add fields" button. Modified and entered in this way information will be displayed in the table and in all tables attached to it. After setting the form, you must save it by pressing the key combination "Ctrl + S".

Report Creation

The main purpose of the reports is to provide the user with a general summary of the table. Report you can create absolutely any, depending on the data.

The program allows you to select the type of report, providing a few to choose from:

1. Report - an auto report will be created using all the information provided in the table, however, the data will not be grouped.
2. An empty report is a blank form, the data for which you can choose from the required fields.
3. Report Wizard - will help you go through the process of creating a report and will group and format the data.

In a blank report, you can add, delete or edit fields, filling them with necessary information, create special groups that will help to separate certain data from the rest, and much more.

Above are all the basics that will help you cope and customize the Access program for yourself, however, its functionality is quite wide and provides for more fine-tuning of the functions discussed here.