Data Center & Security
Do you have questions or need help?
Latest Blog Posts
Queries are used to sort or filter data and display data from more than one table at a time. Although you can certainly build forms and reports that get their data directly from tables, most the time you will want to aggregate data from a number of tables at one time.
There are two basic types of queries within Microsoft Access.
A selection query takes information from the tables and queries in your database. When you define and run a select query Microsoft Access creates a recordset of the selected data. In most cases, you can work with a recordset in the same way that you would with the table or form. You can browse through it, select information from it, print it and even update data within it. Unlike a real item, a recordset doesn’t actually exist in your database. Microsoft Access creates the recordset from the data in the source tables of your query at the time you run the action and provides you with a readout of the desired information from your web or cloud database.
Action queries insert, update or delete data. These queries will be essential when learning how to work within web databases. However, it is important to understand the basic functions of queries and how they operate within simple databases because all the techniques you use for working with a single table apply equally to more complex multiple table queries and all action queries will in fact begin as simple selection queries. Action queries can be used to archive data that is no longer essential to your cloud database, so that, if the data ever becomes relevant again, the record can be easily recalled.
Within design view, you will notice that queries possess a few specific visual signifiers that you may not be familiar with as of yet. The first is the asterisk (*) symbol. At the top of each field list in the upper part of the query window is an asterisk. This symbol is shorthand for selecting all the fields in the table or query with one entry on the field line. You can simply add the astrisk to the design grid to include all the fields from a list, or you can use the check boxes seen in the show row to indicate the fields that will be included in your recordset.
Next is the exclamation point (!) symbol. This symbol can be seen in most of the query commands pictured in the ribbon, and simply serves to remind you that a query must be run before it can create a recordset based on the design stipulations. When you begin to work with queries it is important that you identify the run command located in the ribbon within the query group.
Queries are the best way to focus on the specific data you need for the task at hand. You’ll also find the queries are useful for providing choices for combo and list boxes, which makes entering data in your database much easier.
For more information on running queries and other basic functions of Microsoft Access check back with the Access Hosting blog or contact Access Hosting customer support for immediate assistance with issues concerning your cloud database.
Forms are the primary means by which Microsoft Access allows users to review the data within your database. Forms serve several functions. Although they can simply be a means to change and input data into your database just like tables, forms are usually bound to an underlying table or query.
The primary function of forms is to present information in a customizable and easily understood manner. You can set options in a form that make all or part of your data read-only, fill in related information from other tables automatically, calculate values to be displayed, or show and hide data depending on the settings selected by a user. Remember that there are forms that will only work within the Access desktop client and then specific web compatible forms (Access 2010 Web Databases) and Web App forms (Access 2013 Web Apps) that offer less functionality but work with Sharepoint Hosting environments.
You can design forms that work with macros to automate the display of certain data or the sequence of certain actions. You can create special controls on your form, called command buttons, which run a macro or a basic visual procedure when a user clicks them. With these commands you can open other forms, run queries or data macros, restrict the data that is displayed, execute commands from the ribbon, display customized ribbons, print records, or perform a host of other actions.
You can also display messages on forms. Microsoft Access provides a MessageBox macro action and basic visual function that you can use to display information, warnings, or error messages. Although you will inevitably design and use reports to print most information about your relational databases, the ability to print with custom messages on forms is sometimes more desirable. Also, you can specify one set of options when Microsoft Access displays a form and another set of options when Access prints a form, so a form can serve a dual role. For example, you might design a form with two sets of headers and footers, one set for entering an order and another set for printing a customer invoice from the order.
To create a form, simply open the desired table, click on the create tab and find the forms group in the center of the ribbon.
At first the form might look a lot like a regular table, but if you enter design view you can see that it provides a many things that are unavailable in table design. Its structure is broken into three parts: header, footer, and detail.
Headers and footers are common features in forms, but the detail section is the most important. This is the part that is repeated for each record in our tables. To change the properties of the fields (which fall under the details bar) right click your chosen field and find the properties command. This will open up a property sheet on the right side of the screen. From here you can see all of the properties you can control with Microsoft Access, for whatever your selection type may be. You can also view the properties of the entire form by entering the properties command of the entire form. Here you can change the text that appears in the header of your form, as well as several of the more advanced properties.
Experiment with forms and you will quickly begin to realize all the benefits this aspect of Microsoft Access can contribute, and don’t forget to check back in with Access Hosting for more helpful hints about all that Microsoft Access can do for your business! Please feel free to experiment with any of our 30-day free trials.
To create a any new item in Microsoft Access, simply open the desired item from the navigation pane, click on the create tab in the ribbon, and find the appropriate group from the selections in black lettering at the bottom. Within each group there are four main ways of creating a new item.
The first is the basic command. This allows you to create a new form, table, query or report, and allows you to enter information for one record at a time. The next is the design command. This command opens the new item in design view and allows you to layout the new item in exactly the way that you want by adding controls and restrictions or tweaking the properties of the new item. Then there is the blank command, which gives you a completely blank version of the new item and allows you to begin working completely from scratch.
Finally, there is the Wizard. It’s a very helpful way of creating new items in Microsoft Access.
The Wizard is a command that allows you to create a new item from a series of dialog boxes. The first dialog will give you a list of all the available fields within the table that you can provide. To select a field simply highlight the name on the left side of the dialog and click the right arrow button to move the selected item over into the selected fields category. After clicking the next command at the bottom right of the dialogue box, you are given a choice of layouts. From there, you can name your new item and you choose to modify its design.
To change the properties of the fields, right click your chosen field and find the properties command. This will open up a property sheet on the right side of the screen. From here you can see all of the properties you can control with Microsoft Access, for whatever your selection type may be. If you were looking at a text box you would be able to see the name and the control source. There are also more common commands such as text align or font color or size.
Finally, you should also be aware of the navigation command within the groups under the create tab. This will allow you to control the front end of your database and what users are allowed to do with in your web database’s parameters.
Check back in with Access Hosting for more valuable information about how to optimize your Microsoft Access experience, get the most out of your company’s information, and better serve your business! Remember that we offer free trials and recommendations on how to get your MS Access database on the web.
Tables are the basic building blocks of any database. They are defined by a collection of rows and columns that separate the data into individual fields. When you open Microsoft Access for the first time it will give you a blank desktop and will automatically open a dummy table. The dummy table is simply a blank datasheet that will serve as the foundation for any database you will create.
After values of a few key fields are entered, you should be ready to begin to input data as short text or number values and create a basic datasheet.
When working in Microsoft Access there are three views from which to manipulate the information in the tables that make up your database: form view, layout view, and design view. To change views simply click on the view command in the ribbon and select your view from the drop down menu.
Form view is ideal for entering or updating information, while layout view will give you a clear overview of all the information currently entered in the table. Design view is slightly more advanced, and will allow you to restrict the data in certain fields by adjusting the properties and datatype or renaming a field.
Designing your own table from scratch may be helpful in certain situations, but don’t forget to check out the pre-loaded table templates that the Access software provides to help save valuable time and gain a better understanding of how to build your own tables with design view.
To begin creating a new table the first step is to change the field names. In design view and you can define the parameters of the table by labeling specific fields with a name and matching them with the appropriate datatype from the dropdown menu on the right. There are many different choices for datatype but most likely it will either be a number, which appears as a long integer, or short text.
You may also notice that an ID field is automatically entered to correspond with each entry. This is a number that is automatically given to each specific field to stand as its unique identifier.
Although it is an option, you should never remove the ID field. The specific identifiers may never be seen by users interacting with your database but they are essential when building more complex relationships between databases.
Take notice of the primary key command in the top left of the ribbon. Be sure that the primary key is set to the ID field so that each field can be independently identified and always unique.
A database is any collection of files and records, gathered with a particular purpose in mind. Think about all the information that your business records in a given day. Information on customers, employees, sales and accounting are only a few of the most essential databases a business would need to build to thrive in a modern economy.
The basic building block of any database are tables, or a collection of rows and columns that separate the data into individual fields. These datasheets make up a basic desktop database.
Microsoft Access is some of the most advanced relational database management software available to the public. It allows you to take basic database capabilities to the next level by incorporating tools, which allow users to build relationships across multiple databases.
The navigation pane to the left of the main window in Microsoft Access will display all the objects in you current database. Using the navigation pane will allow you to move between different forms, tables, reports and queries you have incorporated within your relational database.
It’s important to have a basic understanding of databases so that you are able to communicates about any issues you may be having or hand down tasks to subordinates who maybe using Microsoft Access for the first time.
Check back in with the Access Hosting blog for more explanations the basics of Microsoft Access, and of course don’t forget about Access Hosting customer service for additional questions about database basics or other issues.
The ribbon is a Quick Access Toolbar shown at the top of the Microsoft Access main screen. The ribbon contains some of the most widely used commands in Microsoft Access, and is divided into three main sections: tabs, groups and buttons or commands.
You may notice in small black lettering at the base of the ribbon each of the six main tabs are broken down into small groups. Have a look at these group names to assist you in finding the command you are trying to execute. Enabled commands are shown in black or full-color while other commands are greyed out. That is because these are contextual commands that are not always applicable to what you are trying to do. If the command you are looking for is grayed out be sure that you have the appropriate field or object selected.
Similarly, there are contextual tabs that only appear in certain view modes, and contextual menus with their own lists of commands hidden within certain parts of the ribbon. To access the contextual menus simply right click and a drop-down menu will appear next to your mouse cursor.
After you have familiarized yourself with the many functions of the ribbon you may like to take a look at the contextual drop-down menu by right clicking on one of the tabs. From there you can minimize the ribbon to give yourself more space to work in your main window or customize the ribbon to include the commands that you are using for a specific task.
Customizing the ribbon can save you precious time and improve your efficiency when doing repetitive tasks specific to the database you happen to be working on. Simply right click on the ribbon, click the “customize ribbon” command, and select “add new tab” from the menu screen. From there you’ll be given a list of all the commands Microsoft Access has to offer and you can add your most used or favorite commands into your own specialized tab. When you close out of the menu your new tab will appear on the ribbon next to the others.
If you enjoyed this explanation, don’t forget to check back in with Access Hosting for more helpful hints about operating the Microsoft Access software.