Managing Your Data with Microsoft Access
- 4.5 hours on-demand video
- 1 article
- 4 downloadable resources
- Full lifetime access
- Access on mobile and TV
- Certificate of Completion
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- Design of data entry applications with Microsoft Access including table design, entry forms and printed reports.
- General database design principles including organization of data (normalization) and correct use of data types.
- Design of user-friendly data entry forms for quick and accurate entry of data.
- Access query and report design for presentation of collected data.
In the instruction, you can find out a little about my background with Microsoft Access and other database systems. I'll also tell you what to expect in this course. If you're still previewing the course, I hope you'll take the time to continue watching the other sample videos.
Also, keep checking back for additional content in the coming weeks. I will continue to add new videos and resources to help you get the most out of Microsoft Access!
The Job Search Plus database is a fully-featured demo application that stores information on a job search including job leads, company information, contacts and search activities. I will be referring to this application throughout the course to show you features in their finished state before demonstrating how you can design them yourself.
You can download the application as a ZIP file from the resources section of this lesson. Save the ZIP anywhere you like on your system and extract the files inside.
The application consists of two files - JobSearchPlus.accdb, the main program file, and JS2010-BE.accdb, the file that contains the action data tables. Both of these files are required to use the application.
The Data sub-directory contains a backup of the data tables file in case the primary one is corrupted for any reason or you want to reset the program. Simply delete the JS2010-BE.accdb in the main directory and the program will automatically copy a replacement from the Data sub-directory.
To start the application, simply double-click on the JobSearchPlus.accdb file and it will open in Access. You will probably get a security warning when you open the file for the first time. Simply click on Enable Content to enable the application and proceed.
The Microsoft Access file format
What's Inside the File: Access Objects Overview
What Can Access Do?: The Job Search Plus Demo application
The Collier Public Library Database is an example database that we will be building throughout this section of the course. It's based on a fictional small lending library which loans books out to its members and needs to track its inventory and transactions.
By following along with these lessons and building the database on your own, you will gain hands-on experience with Microsoft Access. I encourage you to take the time to complete this exercise, even if you have your own application in mind.
An essential part of designing a robust Microsoft Access application is organizing your data into tables that focus on specific subjects and concepts. These tables are sometimes called relations in database terminology, hence the term relational database. The tables can then be related to each other so that data can be stored once and referenced as needed instead of being repeated again and again. This minimizes duplication and error and reduces the size of your data file.
In this lesson, we'll look at some of the basic concepts of data modeling with the Job Search Plus database as a guide. We'll also look at possible data requirements for the Collier Public Library Database.
Selecting the appropriate data type is an important part of modeling your data in Microsoft Access or any other database software. Data types determine how a value will be stored in the database and what operations can be performed on it. In this lesson, we'll look at the available types in Access and some examples of how they're used.
See the lesson resources for a downloadable summary of Microsoft Access data types with links to additional resources.
In addition to reports, Microsoft Access enables you to generate labels from your data. These are handy for managing mailings, product labeling and other projects. This video will show you how to create a basic set of address labels from the Collier Library sample database.
Printing to a label printer like the Dymo LabelWriter enables you to print a few labels at a time instead of an entire sheet. There are a few more steps need to set it up in Microsoft Access but it's really not difficult. This video will show you how to print custom labels with barcodes to the Dymo LabelWriter based on Access data.
A free barcode font can be found at https://www.inflowinventory.com/blog/code-39-font-archon-free-barcode/.
Once you have a number of items in your database such as forms and reports, a menu can help you to organize your application and make it easier for users to navigate. The Switchboard Manager enables you to quickly create and maintain this type of application menu. This lesson also shows you how to use Compact and Repair to maintain
A short example of Visual Basic for Applications (VBA) programming in Microsoft Access.
- Basic Microsoft Office Skills, especially Microsoft Excel.
- Basic Windows skills, ability to save, find and copy files.
A common complaint about Microsoft Access is that it's simply too complicated for many people to work with on their own. The reason for this is that Access is designed for building database applications that can be used to automate and manage processes. Too few resources approach it from that perspective. This leaves users and students without the understanding they need to effectively use the software.
Managing Your Data with Microsoft Access demonstrates from start to finish how to organize your data and build an application that will enable you to manage it as needed. This course will show you the clear and logical steps involved in modeling your data, designing tables around it and then creating forms and reports based on it.
During this course, you will be able to see and follow along with the design of the Collier Public Library Database, a database application used to manage a fictional lending library. This application will include multiple tables, forms and reports intended to manage the processes involved in a library including checkouts and customer registration. The Job Search Plus application also serves as an example of a finished, distribution-ready application and what can be accomplished with Access.
Managing Your Data with Microsoft Access also includes previously published bonus content demonstrating specific tasks and concepts related to working with Access. This content will help you gain an additional perspective on some of the things that are possible with Microsoft's premier database software.
- Business users looking for ways to better manage data
- Students trying to understand Microsoft Access