This week I will continue the topic of an Access Database by covering the various ways to start a database from scratch. I even allude to the fact you can import Excel worksheets into your database. The Excel function will be covered in a future post.
Before you create a database
Before you create an Access database, you must answer the following questions:
What is the purpose of this database and who will use it?
What tables (data) will this database contain?
What queries and reports do the users of this database need?
What forms do you need to create?
Answering the above questions will lead you to a good database design, and help you create a database that is useful and usable.
Importing data from another source, such as an Excel spreadsheet
If your data exists in a different format, such as an Excel spreadsheet, you still need to create a database using Access. After you create a database, you can import or link the spreadsheet to a table in the newly-created database.
Create a database
Access provides three methods to create a database.
You can create a database by using the Database wizard. The wizard lets you choose from one of the built-in templates, and customize it to some extent. Then it creates a set of tables, queries, forms, and reports, and also a switchboard for the database. The tables do not have any data in them. Use this method if one of the built-in templates closely match your requirements.
Create a database using a Database Wizard
You can use a Database Wizard to create in one operation the required tables, forms, and reports for the type of database you choose – this is the easiest way to start creating your database. The wizard offers limited options to customize the database.
Click New on the toolbar.
In the New File task pane, under Templates, click On my computer.
On the Databases tab, click the icon for the kind of database you want to create, and then click OK.
In the File New Database dialog box, specify a name and location for the database, and then click Create.
Follow the instructions in the Database Wizard.
You can’t use the Database Wizard to add new tables, forms, or reports to an existing database.
If you are using Access 2003, you can search Office Online for Access templates. Downloading a template is the quickest way to create a database. If you find a template that closely matches your requirements, follow this method. A template is an Access database file (*.mdb) and includes tables, queries, forms, and reports. The tables do not have any data in them. After opening the database, you can customize the database and the objects.
Create a database by using a Template
This is the quickest way to create a database. This method works best if you can find and use a template that very closely matches your requirements.
Click New on the toolbar.
In the New File task pane, under Templates, either search for a specific template or click Templates on Office Online to browse for a suitable template.
Locate the Access template you want, and click Download.
If you want to start creating a database based on your design, create a blank database, then add the tables, forms, reports, and other objects individually – this is the most flexible method, but it requires you to define each database element separately.
Create an empty database without using the Database Wizard
Click New on the toolbar.
In the New File task pane, under New, click Blank Database.
In the File New Database dialog box, specify a name and location for the database, and then click Create.
The database window appears, and you can create the objects that you want in your database.Now, you should have a basic understanding of setting up a database. We will get into more details next week.
Filed under: Access
