Access is what? Creating a Database in Microsoft Access

Any user of Windows based computer systems knows that any version of Microsoft's standard office software package includes a unique Access editor. This is what the program, how to work with it, will now be considered. Naturally, only initial elements will be given here, since the description of absolutely all the features of the application will take more than one page.

What is Access?

What is this program? Access is a full-featured system for working with databases of any type on the basis of a relational model with the ability to dynamically exchange data with other applications or online publications. It provides for the use of automation tools for information processing of any type, which is presented in a structured form.

In addition, Access is another package that supports ActiveX controls, which significantly expands the program's capabilities in that it can use not only table or text components, but also multimedia and objects on the Internet. The database connection (DB) installed in the application allows you to accurately track changes in any of them with automatic adjustment of parameters in others.

The main directions in the use of the application

Unsurprisingly, in most cases, Microsoft Access is used to fully automate the processes of analyzing some processes in accounting, business, etc. Thanks to the universal structure, the program can eliminate the appearance of so-called data redundancy when it is necessary to change one parameter, not by Entering a new one, and by adjusting the old one, and so that its change is displayed in all related databases.

For example, in an enterprise with Access, records are kept of suppliers, customers, and activities in which they are involved. At one supplier bank details change. It is enough to change them in the database , how automatic adjustment will affect all other databases. Data will be replaced, not new ones, along with existing ones. And this change will affect the same related activities. That is, in a sense, the user receives full automation.

The same applies to, for example, warehouse accounting. When a group of goods is sold through the corresponding subdivision of the enterprise, the commodity items are automatically written off in the product database, which is available in the warehouse. But these are the simplest examples. In fact, the application has much more opportunities.

Structure of Access

As for the convenience of work, it is achieved due to the presence of the basic elements that play an important role in the analysis and processing of database data. Among the main elements are the following:

• Table - an element that stores the basic information in a specific format (numeric, text, graphic, etc.);
• A query is a means of accessing related items, other databases, or third-party programs;
• Form - the presentation of information or data in a user-friendly form;
• Report - output of processed results;
• Macro - an executable element that allows you to perform certain actions when an event occurs, create a query, generate a report;
• Module - means of the Visual Basic language, which allows to significantly expand the program's capabilities on the basis of creating procedures and using multiple functions.

Communication with other programs and external databases

As you can see, Access is a program that allows you not only to use your own data, entered by the user, but also to connect them with each other. The application's capabilities are such that information can be imported from other applications (FoxPro, Paradox, Excel, Word, etc.). For the sake of simplicity, the data can not be imported, but linked, not only with the specified programs, but with sources in the network environment or on the Internet.

The binding process itself is based on queries on the type of how SQL databases work (Access also supports them).

Creating a Database Based on Templates

In the Access table is the main element. In appearance, this component is very similar to Excel tables, but Access's capabilities are much broader, and the principles of working with such elements have their own distinctive features.

Nevertheless, you can create your own database at the start of the program quite simply. After the appearance of the welcome window, the user is given a choice of templates, on the basis of which the future structure of the database in the form of a table will be created. This is the so-called Backstage view. Here you can find built-in workpieces that are useful for performing specific tasks, or you can search the search on the official Microsoft resource if none of them matches the user's needs in the list (although this is unlikely).

After selecting a template, you need to save it as a file, specifying the location and name, after which the application will automatically generate the required table structure.

Database from scratch

If the user does not come up with anything and wants to do the database himself, when creating a new file in the corresponding menu, you need to select an empty database. Here it is worth considering some limitations. For example, databases for desktops do not support Internet publishing, and the web databases do not agree with some of the features of the previous ones.

After creating the initial table, you can proceed to the data entry. Note that you can only enter data into adjacent columns and rows. Also, do not add empty cells between them, just like Excel does. In addition, the most important condition is that each column must contain data of only one type, that is, if the format initially uses the date and time, the information with exponential calculations entered in the column will not be recognized. So, if possible, you need to plan a table in this perspective. To simplify the work, you can use a special design mode.

The nuances of importing and linking data to other sources

As for the import of data, here the possibilities for the program are almost unlimited. The main condition is only that the imported data must be broken down into a table type (like tables in Excel or Word). If the import is made, for example, in the text version from Notepad, you can create a similar structure with the tabulator (Tab key).

You can use SharePoint lists as well as link data to simplify your work. To do this, a special command is used on the external data tab located in the import and linking group. Here we offer ready-made solutions (Excel, Word, etc.). If you select, you only need to specify the location of the desired file, the location of saving in the current database and confirm the selection.

Conclusion

This is the Access application. The program is very popular among a wide range of users, because its developers have tried to maximally combine the capabilities of other software products of this type. And it is this that made this application very flexible in the configuration and automated use of most functions. It remains to add that Access is a very powerful data processing tool, although only the most basic information about the application was considered here.