Almost every computer user has used Microsoft Office at some time; but, to many people, Office means Excel, Word and PowerPoint. Microsoft Access remains a closed book to many people who find its interface a little more daunting than that of the other three programs.
Microsoft Access is used to build databases, collections of data stored in a structured and organised manner. The first databases that you build will probably hold fairly simple data such as the names and addresses of contacts or clients. When you become experienced with using Access, you may get into more complex databases holding details about your company's suppliers, clients and stock items. If you are looking to get started with Microsoft Access, there are probably five key elements that you will need to get to grips with before Access starts to make sense: tables, relationships, queries, forms and reports.
Database tables are essentially repositories in which your data actually resides. Each table is a two dimensionally structure consisting of rows and columns. Each column represents a field, one category of information while each row represents a record or item of data.
Relationships are then created which link tables together by creating "joins" between pairs of tables. This is where the term relational database derives from. Relationships are created in the Relationships Window using simple drag and drop techniques and Access displays relationships using useful graphical symbols.
Using queries, you can extract data from your tables matching any pertinent criteria. For example, in a table of clients, you might create a query that returns all clients in London. When you view the query only London clients will be listed; but the complete list of clients remains intact in the table.
Forms, on the other hand are used for inputting information into tables. While it is possible to enter data directly into tables using a datasheet resembling an Excel spreadsheet, this can be a little cumbersome; especially where there are many columns in the table. Creating forms allows you to provide a user-friendly way of interacting with your data.
Finally, we have reports: these are used to prepare the data in your tables and queries for printing. Setting up reports is often quite similar to designing forms; but reports offer several features for summarizing data which are not found in forms.
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You can find out more about Access training courses, visit Macresource Computer Training, an independent computer training company offering Access training courses at their central London training centre.
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