Access

What is Access?

Database tool

Creates a database

Good data query (lookup and analysis) ability

Good entry forms

Good reports

Multi-user access

Why use Access?

Track multiple lists that relate to one another

Need a repeating report on data that you would otherwise keep in a spreadsheet

Want more than one person using the same data at once

Want a complex query

Want to track sub-information (such as items on an order; hours worked by employees)

Want simple entry forms

Main Access Elements

Tables

Lists of plain data

One sheet on a spreadsheet with no formulas

Queries

None of its own input data

Can have formulas

Can join together related files

Forms

To input into tables

Editing rules

Reports

Summary or Detail reports

Tables

Fields in a table like columns in a spreadsheet

Records in a table like rows in a spreadsheet

Key fields

Relationships between fields in different tables

Employee table & related Timesheet table

Queries

A view of a table or of many tables

Can join two tables based on a related field

Can calculate a field

Can sort and select

Forms

Easy to enter data into tables

Built in lookups

Enter all Employees in one form

Enter hours in another form with a lookup on Employee ID

Reports

Can summarize

Can display nicely

Can select based on a form

Using Excel and Word with Access

Link to an existing spreadsheet

First line column headings being field names

Export a query to excel

Use a query for mail / merge

Getting Started

Open Access and create a database (.mdb)

Database window - controller

Create tables or link to tables