Microsoft Access for Beginners
Introduction
I started this series after a friend asked me for help building a database
for her company. After writing up some notes, I decided it would make a
good article for the site. Then it became a series of articles. Somewhere
along the way, it became the most popular feature on AndrewComeau.com.
My intention here is to show
you how to design a well-built application with Microsoft Access. This series
will demonstrate how to design your tables and make them work together to
organize and protect your data. There's also a chapter on user interface
design and some of the tools you can use on your forms to speed up data entry
and ensure the accuracy and security of your data. Other sites and books
will show you all the fine details of Access. My purpose here is to show you how
to use Access well.
The information here was written for Access 2003 and earlier versions and
has been updated to provide information on significant changes in
Access 2007. Check Microsoft Office Online and some of the
external links shown below for more information as needed.
If you've found this series to be helpful or if you have any other questions
or comments, please
contact
me. I enjoy hearing from visitors to the site and I'm always interested
in feedback.
Demonstration Files
Demo.zip ( Download - 96.5
KB ) - Access demonstration database and original Excel spreadsheet (Requires
Access and Excel 2000 or later)
Chapters
Part I - Organizing the Data - Using the demo database
as an example, this section provides a practical guide to building a system
of tables within your database that conforms to the rules of data normalization.
Part II - Building the Tables - After you've
organized the data into a system of tables, you need to design those tables
for maximum efficiency. Access table design may seem complex but this
chapter breaks it down by setting and explains the concepts behind all those
choices.
Part III - Writing the Queries - In this
chapter, I show how to use queries to retrieve data from tables and provide
a very brief introduction to Structured Query Language (SQL) which Access
uses to manipulate data.
Part IV - Designing the Forms - Now that you have tables
to store the data and queries to manipulate it, you need forms to help ensure
quick and accurate data entry. In Part IV, I talk about the principles
of designing a user interface and some of the creative tools you can use to
design a great looking application.
Part V - Generating the Reports - A well designed
system compiles and summarizes information in a way that can be easily understood.
One of the strengths of Microsoft Access is its built-in reporting tool.
With Access, you can design a variety of report types, including charts and
graphs, as easily as you would design a form.
Additional Information
Programming Microsoft Access - After you're comfortable with basic Access
design, you can learn how to use Visual Basic for Applications to manipulate data,
forms and reports, write your own custom functions and design sophisticated applications
to meet any need.
Advanced Form Design - Additional features that
you can use to add power to your forms.
Using Lookup Fields - Save time and increase accuracy
by using lookup fields in your tables and forms.
Access Security - Keeping your data safe in
Access goes far beyond setting a password. It's important
to understand the capabilities ... and the limits ... of Access security.
"Where do I go from here?" -
Advice for those who want to become experts with Microsoft Access.
Database Normalization - A companion slideshow
for Part I. Explains the first three principles of database normalization while
showing the practical steps for changing the original Excel file into an Access
database.
Glossary - A glossary of terms used in this series.
Understanding SQL: The Basics - I
explain the essential elements of Structured Query Language so that you can
move beyond the Access interface and have a bit more control over the
elements of your database.
Understanding SQL: Modifying Data -
Learn the basics of action queries with which you can update, add and delete
data.
On Other Sites
Microsoft Office Online
- Microsoft's site for everything related to its Office suite. This
site features a searchable collection of helpful articles and samples for Office
2000 through Office 2007. Resources include how-to instructions, clip
art, templates and access to Microsoft Office Live, the online version of the
suite.
Allen Browne's Access Tips
- Articles for beginners and advanced users of the Microsoft Office Access database.
Examples and solutions to implement. Bugs and traps to avoid. Sample code and
utilities to download. All free.
Access-Freak.com
- This is a resource site for Access 2007 and the new features it introduces.
The site offers a comparison between the newest version and the previous 2003
version.
Microsoft Access Security FAQ - This FAQ contains essential information for
securing your Microsoft Access applications. The FAQ officially covers
versions 2.0 through 2000 although the principles remain the same through version
2003.
Data Modeling Overview - The University of Texas at Austin's I.T. Services
department has a detailed, easy to read introduction to the concepts involved
in organizing data.
Database Normalization
- From Wikipedia. This advanced article explains several rules of normalization,
providing examples.
Introduction to Web Enterprise - John Valentino provides an overview of web
technologies including databases such as Access and SQL Server. His article
provides summaries of various concepts and a host of useful links to additional
information.
Access SQL: Basic Concepts, Vocabulary and Syntax - From Microsoft
Office Online, a series of articles on using SQL to work with data in
Access.
Books
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user's own risk. AndrewComeau.com and its administrator(s) assumes
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