If you are not used to working with databases, Microsoft Access can seem difficult and intimidating to you. You can be confused in terminology that is why it is usually the first topic you learn on your Access training courses. One of the main objects in Access is a table. Tables contain information in MS Access and each table generally represents one entity such as a place, a person, etc. Every table also contains fields that provide categories like a name, date of birth, phone number etc.

It is possible to link tables together to avoid data duplication. And it is one of the reasons why many people prefer using Access over Excel. Breaking your data for avoiding duplication is called Normalization. It is a different topic to grasp and in this article we will cover how to create a table in Access.

So, launch Access and create a blank database. Name your new database and click Create. You have created a database, but not a table to store data there. There are three ways to create a table in Access. You can use the datasheet view, the table design view or to import data from another application, where information is already stored in a tabular format.

In order to create a new table, you should select Create and then click Table. You will see a new tab with your table and an active column Add New Field. There are also table templates for you to use in Access. You will see a list of available table templates, if you go to Create and then Table Templates. You can choose one and create a table this way. This table will contain the default fields, but you will be able to add other fields as well. You can add fields and enter data into them. When you are done adding fields and data in them, don’t forget to save your table. Select Save and give the name to your table. Keep in mind that table and database are different structures, even though they are related. You can create any number of tables in your database and repeat the steps.

If you want to specify field description in your table, you would want to use Design view to create it. Field description can be seen when you move your mouse over a certain field and it is useful if your database will be used by many people. You will also be able to specify custom data formats. These features are not available when you create a table using a Datasheet view. To create a table, go to Create and select Table Design. You will see a new tab when you will be able to set up your data fields. Then you can assign properties, data type and description to every field you create.

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One of the best tools in software development is Microsoft Access, even though there are some downsides to it. MS Access allows you to develop a simple and functional desktop database. But one of the downsides of Access is that it is not that easy to export reports from MS Access to another application and file format. Most developers find it difficult transporting reports to MS Word for example. But the thing is that we can’t export OLE objects to MS Word through the merge process. You have to use VBA code in Word to call the OLE object through ADO. This is one of the methods you ca use. But, with the new Adobe Acrobat version you can do it more effectively.

With the Adobe Acrobat 7 available in all major MS Office applications, you can now create reports in MS Access and then print them directly to PDF format, instead of exporting it to MS Word file format and then converting it to the PDF file. Another advantage is that if you are using OLE objects in your report, they will be accepted by Adobe and it will show the picture, if you want. A lot of users want to use MS Access for creating reports with photos, so now, with Adobe Acrobat 7, you can create a pdf file from Access report with OLE objects and add them as photos into it. It is great for organizations that want to create and distribute product descriptions and create them in MS Access. They first create the product description as a report and then export it to Adobe Acrobat converting them to pdf files.

There are two ways to generate pdf report in Adobe. It installs the Adobe menu in MS Access main menu, where you will be able to find a feature to create report as an Adobe pdf. But, first you have to open the report. This menu function can also be used to create a report and then email it somebody else. Just this feature alone is worth the money you pay for the applications.

The second way is to open report and then in File menu choose Print. In the Print dialogue window you will be able to choose Adobe Acrobat as the printer and click ok. It will open Adobe and generate your report to pdf.

Many people also wonder if it is possible to make the feature of emailing reports automatic, so that the reports would be sent once a month, for example. It is surely possible, but you will have to leave your Access running on your computer and ask a developer to write a code that will act like a timer. So, when the time comes, the report will be created and emailed. It might seem difficult, but not for skilled developers.

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All software programs tend to have problems sooner or later. And Microsoft Access database is not an exception. Throughout the software’s lifetime you will have to solve certain problems.

So, what would be the most common problems we may encounter while working with Microsoft Access? One of them is the database corruption. Your database might fail to open or when you try to work with one of the objects, you might see an error message that will make the data inaccessible. These problems can happen due to many things but one main reason is the incorrect shutting down of the system. There is a recommended procedure for shutting down, when you click on the start button and select Shut down. A lot of times when you are in a hurry, you might just hit the off button on the PC, but if there were applications, such as Access, still open, that may cause the database to become corrupted. In order to avoid this, first exit the screen you were working in and then close the database. Then you should shut down Windows properly.

Another important thing to do is to compact and repair your database from time to time. There are cases, when you delete a record, but the space it was stored in is still there. You will be able to fix this with compacting. You will be able to find a Compact and Repair option in the MS Access menu. In some newer Access versions, compact and repair can be done automatically after the database is closed.

You may also see that your table or form is not opening properly or behaving unusually. You will be able to eliminate the problem following the next steps. You should create a new clean database and then transfer all objects into it. You can keep the old database and work with the newly created one. As soon as you are happy with the way the new database operates, you may delete the old one if you want. All the references to Word or Outlook for example, if there were any, should be recreated in the new database.

One more great idea to make your database work better is to split the database. What this means is that you will be keeping the tables in one database and use the other database with other objects, connected to the tables. This way you keep the data away from other objects. Your database with the tables can be in the network and each user will have access to it, everybody will have separate copy of the database with queries, screens, etc.

If you see your database having problems all the time, you might consider moving all data to a stronger database.

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Microsoft Access is a very powerful and functional database. It has a lot of objects, tools and features that we need to learn before we create or use the database. There is certainly a lot to learn, but then you will experience all the benefits of using Access database for storing your personal or business records. Hopefully, this article will let you know a little more about Access database.

We use MS Access database to hold data. And the data is stored in tables, which also have columns or fields. All of these fields have a certain data type assigned to them and which defines what data can be entered into this field. So, if you need to store numeric data like prices, it is better to choose the number or currency data type. And a data type for entering text would be a memo, but it also allows storing more text than a simple text data type.

Memo is best used, when we need to enter a note or description to the field. It will be useful if we need to enter a lot of information about a particular sale, transaction, customer or product. When we use form, we can make the memo text box bigger and set the “New line in the field” property as the main one. It will allow you to hit return key and avoid having all the data typed in one long paragraph.

You should remember that you can’t index or sort memo field in Microsoft Access. There are also certain limitations when used in queries. Actually, you really want to avoid using memos in the queries, so it is not a big deal.

In the latest version of Microsoft Access database you can use rich text formatting for the memo fields in datasheet as well as form views. For doing this, you have to set the memo field text format property, so that it changed to “Rich text”.

When using a database it is very important to use correct data types. Many times database users discover this fact through trial and error method, but if you learn and plan well, you can really improve the performance of your database.

This is only a small part of everything you need to know about Microsoft Access database, before creating or using one. There are much more to learn about different Access database objects like tables, queries and reports and what you can do with them. To master Access database totally the best way to go is taking MS Access training, where experts will explain everything to you from their own experience and not just from the books. But the money and time spent for Access training is definitely worth it, because this software will be very useful for your business.

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