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 Drewslair.com.
This series is a mid-level introduction to Microsoft Access and is intended for people who have never used the program before and might even be wondering what it does. My intention here is to show you the basic concepts of a relational database system as well as some of the things you can do with Access. I've tried to include enough detail so that you will understand the concepts and be able to investigate further but this is not a low-level step-by-step tutorial. 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 ) - 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 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
(Disclaimer: Information or materials offered on this site, technical or otherwise, are offered free of any guarantee of fitness for a particular purpose. Any advice or resources found here are applied at the user's own risk. Drewslair.com and its administrator(s) assumes no responsibility for consequences of individual use of materials contained herein.)
