Microsoft Access Tutorial - Creating Your Database

In our last Microsoft Access tutorial, we discussed the definition of a database, and how a database is used to store and retrieve information. But before we can start storing and retrieving information, we need to create a database file. So in this tutorial, we will be creating our first database file.

At this stage, I need to warn you that, for the purposes of these tutorials, we will be using Microsoft Access 2003. The interface changes between Access 2000, Access 2002 (XP) and Access 2003 are only minimal, so if you are using any of these versions (which the majority of people are), you shouldn’t have any problems with what is being taught here. For those of you that have upgraded to 2007, these tutorials may prove a little more difficult to follow, as the interface in Access 2007 has changed quite dramatically. That said, the theory that I will be teaching here is still relevant in Access 2007, and if you are willing to experiment with the fancy new toolbars and setup, you should be able to go through these tutorials using Access 2007.

While we’re on the subject of Access 2007, and the dramatic change in the user interface, I should mention a product I have come across that will ease your woes. Classic Menu for Access 2007 is a downloadable add-in for Microsoft Access 2007 that will bring back all the old toolbars that you have grown accustomed to in the earlier versions of Access. Not only that, but all the features that are new in Access 2007 have been added to the old toolbars, so you get the best of both worlds. It’s easy to install, and very quick to download (it’s only a 1.8mb file).

The other thing I haven’t mentioned as yet is that we will be basing these tutorials around a real life application. We will be building, from scratch, a database for a fictitious company called Bobbles ‘R’ Us. The database we create will track products, customers, suppliers, sales and correspondence. There are other Microsft Access tutorials out there that use the standard “Northwind” template that ships with Microsoft Office. The problem with this is that a lot of the learning takes place in the creation of the database. By building an application from scratch, you will have a deeper understanding of the way everything links together, and you will then be able to use this knowledge to build your own databases. For this same reason, we will be keeping the use of wizards to a minimum. Wizards are fine if you want something done quickly, but they are limited in their customisability, and using them will not broaden your knowledge of how a database works.

The first thing to do is open up Microsoft Access from the Start Menu. Once it is open, choose “New…” from the File menu, and select “Blank Database” from the options that pop up. Save the database to a place easily accessible (the desktop is fine), and call it Bobbles.mdb.

Congratulations! You have created your first database! How easy was that? Actually, don’t get too excited, you have just created your first database file; creating the database itself is going to take quite a few more steps.

You will then be presented with the Database Window. Down the left hand side of this window is a pane called the “Objects Bar”, which has a list of object types that the database uses (Tables, Queries, Forms, Reports, Pages, Macros & Modules). In the next Microsoft Access Tutorial, we are going to explain each of these objects, and what their roles are within your database.

Please keep in mind that if you have any questions, or suggestions on what should be covered in these posts, you are welcome to leave a comment or send me an email at microsoftaccesstutorials@gmail.com. Talk to you again soon.

Microsoft Access Tutorial - What is a database?

Before we begin delving into our Microsoft Access tutorials, we need to have a full understanding of what a database is. This site is geared towards people who are just starting out using Microsoft Access, so for some of you with a little more experience, this may seem a little dumbed down, and for that, I apologise in advance. That said, I feel that the first question we need to address is "what exactly is a database".

Since this site is about Microsoft Access, we will be approaching this question from an MS Access direction. There are a lot of different database programs out there, and a lot of different formats that databases can take. For example, EBay is a database, and so is the phone book sitting under your desk.

For the purposes of this site, a database is a file (or files) that stores and retrieves information. This file is created using the software program Microsoft Access. It's important that these two different functions (storing and retrieving information) are explained in detail.

Storing Information

This is the actual physical process of physically inputting data into your database. Entering names, addresses, sales details, invoice numbers, or whatever else your database is tracking. To the layman it may seem that this is a tedious “no-brainer”, but it ABSOLUTELY ESSENTIAL that you store your information in such a way that it can be meaningfully retrieved at a later date. If you don’t plan the storage of your data, then doing anything with it becomes difficult. The results will be inconsistent, and thus, useless. Before you start slugging away at entering your list of customers, you need to analyse what sort of information you want to track, and why you need to track it. More on this later.

You will also want to create an interface for entering data. Microsoft Access allows you to directly type information into the tables you create, but for ease of use, you will want a window with the different fields (information) organised in a meaningful fashion. This is especially true if you are expecting other people to use your database.

Retrieving Information

Once your data has been stored in a meaningful way, you will want to start using it for statistical reporting and easy retrieval. For this, you will be creating reports that show information in particular ways, and forms that let you determine what you are looking for. Some examples of retrieving information are…

• Show me all the customers listed from New York City
• Show me all sales between 01-Jan-08 and 30-Jun-08
• Find Mary Higgins
• Who is the contact for XYZ Company?

In the next few articles, we will be going into much more depth on the storing and retrieving of information as it relates to Microsoft Access. Stay tuned to Microsoft Access Tutorial for more soon.

Microsoft Access Tutorial - Welcome!

Welcome to Microsoft Access Tutorial. This site provides step by step tutorials and tips on Microsoft Access.

If you have any questions about this subject, or have suggestions on what you would like covered in these tutorials, please feel free to send an email to microsoftaccesstutorials@gmail.com