A Beginner's Guide to
Microsoft Access 2007

Microsoft Office Access is not a programme for beginners in the computer world.  Once you have some basic information about how computers work and how MS Office works, you should be able to use Access with some ease.  The point in having access is to have a database tracker.  The tracker will take care of a need for a paper filling system because you can track your text documents, spreadsheets, and all critical information for a business in the Access programme.

Before we launch into the Access guide we should consider what a database really is.  A database is an organized collection of data.  This data can be stored in various ways with the software tools that you have.  Basically when you have a lot of data to keep track of a database creator like Access helps you keep everything straight.  Microsoft Access actually has one of the easiest programmes to use because of its flexibility for Database management. 

You have several tools and wizards to answer all of your needs in the programme, which is what we will discuss below.  You can also use Access for tables, queries, and forms you might need in the business.  There are several benefits to the server integration and web integration that you have with the programme as well.

The spreadsheets within Access are going to be similar in use to the excel options.  You just have a little more within access regarding database function and security. 

Microsoft Office Button

The first button you will find in the Microsoft Access programme is the office button.  This used to be called file.  It will have the same options as the older version Access, just in an easier to see and use format. You have many options for opening a new document, saving, and even publishing the database. 

The Ribbon

The ribbon is the toolbar you are used to seeing only it has been improved for better use.  The ribbon is going to have everything that used to be a drop down menu displayed.  For example, if you were to go to insert you would still be able to create tables, queries, forms, reports, and other options that you are used to.  For the ribbon you have main headings such as Home, Insert, View, Window, create, external data, and database tools.  The ribbon will allow you to do anything that you need to.

Quick Access Toolbar

The quick access toolbar offers even more of the old stuff form earlier versions.  If you want to be able to print or save without hitting the Office button you just need to set up your quick access bar to the right of that button.
Help is the last option you have on the Access panel.  Help is designed in a question mark encased in a blue circle.  This button will help you answer any questions you might have that can’t be found in a guide or other materials.

Structure of Access

1. Tables to store data
2. Queries to find and retrieve just the data you want
3. Forms to view, add, or update the data in the tables
4. Reports to analyse or print data in a specific layout.

Your database is going to have a structure in which everything is linked.  These four steps will be part of the links you are creating when you work with Access.  For example, if you need to link tables with stored information in another database you are more than welcome to do that.  The links will have to be created by you using the access tools in the Ribbon.

For example, if you want the customer information that was in a mailing list to be in a customer table all you have to do is link those two tables together.  The order of the information will need to be set.  In some cases a unique ID is the way to get one record distinguished from the other for the link.

Let’s take a moment to look further at the queries.  Queries are going to help you find the information you need in the database.  This means that the data in the tables can be pulled to offer you an answer to your query.  You could have several tables in the system and the query will still find what you have elected to search for.  The more narrow the search the better the results will be.

Forms

In a business forms are needed for a lot of different reasons.  For example you might need an invoice for an individual.  You can create the forms from the data stored in the database.  After you do a query the information can be taken from the tables and placed in the forms for a specific person in the tables.  By selecting the forms command in the ribbon and the form wizard you are able to get the form that you need.

Reports

The reports are also handy to have.  From the database information you can elect to generate the reports.  The reports will calculate information to create what you need.  You can also use the address data to create and print mailing labels.  This option allows you to do almost anything with Access.

Objects in the Database

The best way to use a database is to understand it.  When you are creating a database you have a tool called database documenter, which enables you to build reports from objects.  To do this you need to open the database you want to document.  Then using the database tools tab under the analyze group click database documenter.  Then in the dialogue box click the tab that represents the type of database object that you need.  You can also click ‘all object types.’  Then select ‘ok.’
The report or reports you wanted will then be created based on specific objects, which is a little different than the above reports option.  Once you are ready you can print preview and then click print.

Explore the Table Design View

When you create a table you have the ‘design view’ that allows you to look at the table’s structure and change it if needed.  For example, you can find the data setting you are looking for or the input masks with the ‘design view.’
To do an analysis you need to open the database you want to analyse.  Then in the navigation page right click the table you want to explore and then click design view.  The point of this task is to get the table you need for the information without actually creating it until you are ready.

File Format:

The last thing to discuss in the guide is the default file format.  When you create a database from blank there will be a default file format that 2007 Access will use.  You can change this.  In the MS Office Button you have ‘access options’; click on this icon and then click on popular in the dialogue box.  Under creating databases you can select the file format you want as default then click ok.  Once ready open a new document.  The reason for this is to make sure it always saves in the format you need, rather than the programmed default the software comes with.

For example, if you know the database has to be opened in an earlier version of Access you may want to save in that file format rather than trying to save in the default mode.  You can of course select this at time of save as, but it is not always prudent to do so.  You could just hit save and then it is in the default option.

Along these same lines of saving in a default format you have the conversion option.  For example if you have one format, but need another, you can resave the document in that file format.  To do this select the MS Office Button, save as, then choose another format.  You will then convert the database. In fact you will have two files created, one in each format.  If you need to choose an earlier version format that is certainly possible here.