Access Basics

To Wizard or Not to Wizard?

Access makes it easy to create a database by providing a number of wizards, or tools that allow you to create a database from a series of templates included with the program. There are a variety of wizards for database tasks such as contact managers, inventory control, personal library holdings, ledger, and so forth. You should explore the wizards available so that you do not spend an undue amount of time building a database from scratch that you could create in a relative short time with a wizard. Even if there is not a wizard that is an exact match for what you need, you can always use one that is close and modify as you go along.

On the other hand, it is possible that even with a plethora of database wizards, you may not find one that is suitable. In that case, you will build your Access database from scratch. Do so if you want to:

learn all the ins and outs of Access
copy the file names and configuration of an existing database
create a very simple database that is not relational

Starting Access

Start the program by double-clicking on the Access icon on the desktop or by using the <Start> menu.
You will now see the dialog box shown on the right.
Now you can either:
1. If you wish to start a new database, select Blank Access Database at the top, then click <OK>.
2. If you wish to start a new database using an Access Wizard, select Access database wizards, pages, and projects
3. If you wish to open an database you have previously created, select Open an existing file and choose from the scrolling list box, then click <OK>.
In either case, the next thing you will see is the Access Database Window.

If You Elect to Use a Wizard

If you select Access database wizards, pages, and projects as noted above, you will then follow these steps

select the wizard you wish to use to create your database; click <OK>
in the File New Database window, enter the filename for your database; click <Create>
the first Database Wizard screen will appear with information about your new database; click <Next>
the next Database Wizard screen will appear with a list of the tables and the fields those tables contain
select the name of the table you wish to examine
1. Access will highlight that table name and display the fields contained in that table
2. select the checkboxes next to the fields you want to include
3. clear the checkboxes next to the fields you want to exclude
4. click <Next>
in the next Database Wizard screen select the style you wish to use for your database objects; preview your choice then click <Next>
in the next Database Wizard screen select the style you wish to use for your database reports; preview your choice then click <Next>
in the next Database Wizard screen type a name for your database in the text box then click <Next>
in the final Database Wizard screen click <Finish>
the Main Switchboard screen for your new database will appear; this screen gives you access to the common functions for your database

The Main Switchboard Screen for the Expenses Database Created Using a Wizard

NOTE: You can click the <Finish> button at any wizard screen. If you do so, Access will use its default selections for any screens you by-pass. You can back up to any previous screen and change your choices by using the <Back> button.

If You Elect to Create Your Database Without a Wizard

If you select Blank Access Database as noted above, you will then be allowed to create tables, forms, queries, and other objects on your own.

The Access Database Window looks like this:

Regardless of which method you use to create a database, or if you elect to open an existing database, you will need to deal with the Access Database Window. It looks like this:

The Database Toolbar is just below the Menu Bar. Just like any toolbar in other Microsoft applications, it offers buttons for many basic database commands.
The Object Toolbar is just below the Database Toolbar. It offers buttons that permit you to view existing database objects or create new ones. This toolbar changes based upon the type of object currently in view.
The Objects Pane is along the left headed by . Click on one of the items in this pane to determine what is viewed in the Database Objects window. Note that Tables is currently selected.
Shown in the window (the large white area) are Database Objects. These are the objects and wizards of the type you have selected in the Objects Pane. Since Tables is selected in that pane, these objects relate to Tables. The objects in the window represent pre-existing items such as Wizards; you double-click them to open and work with them. (Wizards are tools that allow you to create new objects).
The Groups Pane is along the left below the Objects Pane. It is headed by . Here you can display the contents of any groups of objects that you have already created.
The Status Bar is at the bottom. Like other programs in Microsoft Office, it will display messages about what is currently happening, the progress of any jobs you have initiated, and/or what the program expects you to do next.