Microsoft Access (MS) database is ideally suitable for small to medium-sized database projects. If you are new to the world of IT, it is important for you to learn to develop custom database solutions which are efficient and easy to use.
It is recommended to plan the project on paper, so that it will save you a lot of frustration and disappointment in the long run. Planning the project will also ensure you have the right data in the right place.
Steps to be Followed
The whole process will have to be divided into three major steps. The first step is to build access database, the next is to create tables within it, and the last is to add data to the tables.
Step - 1
We will first start off by building the database. The steps of which include:
- Open MS Access, upon which a box will pop up.
- Choose the option "Blank Access Database" and click on "OK".
- Now save your database. A file box will pop up which will ask you for a file name.
- You will have to choose the location where you want to save the database. For example, "My Documents", "Desktop", etc.
- Give the file a name and then click on "Create".
- Now, you will see the database window open within the Access program.
Step - 2
After you have created the database, you will have to create the tables within it. The steps are as follows:
- Within the database window, you will see "Create Table in Design View". Double click on it.
- Since you have done your groundwork, you can easily define the fields you need in the table. Type the name of the column, under the field name column.
- Move over to the next column and define the data type for the field's input. You can select the right data type from the various options available.
- Give description for the column you have just created.
- Then you will again move back to the first column and create the remaining fields.
- After you have created the table, you will choose a primary key for the table. Often the first field in the table is the primary key. Click on the field which is to be set as the primary key and you will see an arrow to the left of the row.
- Find an icon which is the yellow key in the toolbar and click on it. Once you click on the icon, that field will be set as the primary key for that table.
- Save the table you have just created.
Step - 3
The last of the steps is to add data to the table.
- Go back to the main Access screen and select the database in which you want to add the data.
- You will see a list of tables that you have created under that database.
- Open the table to enter the data by double-clicking on the name of the table in the database.
- Start entering the data with the first field.
- You can use the tab key to move to the next column as you enter the data.
- After you have entered the data, save it, and close the file.
If you have been using Excel to store your data but are finding it very cumbersome to remember the details, you can build an Access database from Excel. This will enable you to work hassle free and you will not have to remember the intricate details of your database.