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  • Hello people, welcome to this video! Let's see the new Microsoft Access

  • 2016 quickly and easily!

  • Leave us comments to improve our language in the future!

  • Microsoft Access is a Database Management System software, a software

  • used to collect, save and show data, very useful in a business environment.

  • When you open Access, the startup window opens. Here you open any

  • existing Access file (or database) on the left, or start from ready made

  • templates available from the net.

  • To better understand how Access works, let's simply open a new Blank

  • desktop database.

  • Before going on, it is important to know the fundamental elements that

  • compose an Access database. A database is composed by different

  • parts, that are listed on the left: Tables, Forms, Reports, Queries,

  • Macros and Modules. Each of these behave differently and are used for

  • different purposes.

  • Let's start with the Tables. These are indeed the most important elements

  • inside your database, since they collect and save any kind of data.

  • A Table is composed by rows and columns. Columns, also called Fields,

  • are used to save a kind of data to import, for example a Name, a Comment,

  • a Date, a Status or a Numeric Value. Rows, or Records, are used to list

  • each set of data collected. For example, there will be as many rows as

  • the colleagues you took data from.

  • By default you just have one Field called ID, that counts the number of

  • rows filled. This is also the primary key of the table interested.

  • The Click to Add field is empty, through which you can add another field.

  • You can add different kinds of data: Long or Short Text, used to type

  • inside; Number to insert numbers; Date & Time to import by using a

  • calendar; Attachment to browse and import a file; and Hyperlink, to add

  • a web address.

  • Add as many fields as you need. Each single row will specify all data

  • requested by those fields.

  • You can adjust these Fields as you need. If you right-click on the field

  • name, you can rename or delete it if you need. Drag its contours to

  • enlarge the space available.

  • More complex are the Calculated Fields: these fields get filled auto,

  • starting from the content of other fields. In this case insert the

  • expression through the Expression Builder that follows. If you need

  • more help, just click on Help on the right.

  • You can edit the expression later if you need right-clicking on the

  • field and going to Modify Expression.

  • To adjust the text style inside a whole table, just change the settings

  • under Text Formatting.

  • Access gives you different Views available, in order to manage each

  • element the best way. All views are listed in the bottom right corner.

  • For Tables, Datasheet View is used to collect data, while Design View is

  • used to adjust each field settings. For each field on the left, you can

  • set the Data Type on the right, and all detailed settings at the bottom,

  • for example setting if data is required, the maximum text characters in

  • Field Size, and so on.

  • If you need to build a table with another collection of data, just go

  • to Create on top and then on Table. The new table will appear in the

  • list on the left. You can double-click on a table to open it, or

  • right-click to rename and delete.

  • Let's see how to import and export data with Access. Open the External

  • Data tab. Use Import & Link section to import data from Excel, from

  • another Access database, or any text file. Browse for the file that

  • contains your data, and decide how to import it: by creating a new

  • Access Table, updating an existing table, or creating a table linked with

  • your database. The procedure is completely guided.

  • To export data, select the Table from the left, and use the options

  • under Export.

  • When you finish working with a Table, make sure to save and close it.

  • Just right-click on its tab on the workspace to do so.

  • If you start having lots of Tables and data, you may need to use Queries.

  • A Query is a single table that collects and summerizes data from more

  • existing tables in one shot.

  • To create a Query, just click on Query Design inside Create tab. Then

  • select the tables you want to include inside the Query table. Hold CTRL

  • down and click to select more tables. Then click to Add.

  • All tables included in the Query are shown on top, with all their fields

  • and primary keys. At the bottom, you can build each Query column. On

  • Field, select the data that each Query column must have. You can select

  • a whole Table content, indicated by the Table name followed by an

  • asterisk, or just a single Table Field, indicated by the table name and

  • the respective Field name. Through the other rows below, you can set

  • important settings. Switch to the Datasheet view to check how your

  • Query table looks like.

  • Very important is the Filter. A Filter is used to show data that meets

  • your criteria and discards all data that is out. For example, if any data

  • has the ''Age'' field filled by a negative value, you can discard it

  • by adding a major zero under the field Age added inside the Query, in

  • Criteria. In this way, just all data that meets such criteria will show

  • up in the Query.

  • You can directly type inside Criteria, or insert it with the Expression

  • Builder by right-clicking and going to Build...

  • Mind that your Query is strongly linked to your Tables: if any cell is

  • edited, the Query will be automatically refreshed.

  • To show off or print your data, use the Reports. Select any Table or

  • Query interested, and click on Report under Create tab.

  • Inside a Report, you can't change any data, but just all that concerns

  • how it must be shown: text style, basic structure and layout. Access has

  • different views for Reports: Report View shows a preview of the report;

  • Print View shows a printed preview on a page; Layout view is used to set

  • the basic structure and layout of the report; and Design View is more

  • concentrated on colors and shapes.

  • By default, the report is built following the simple structure you see

  • in the Design view: a Report Header, with a default picture and a title;

  • a Page Header, with labels that describe the Report content; all Report

  • data under Detail; and the Footers, that terminate your report with

  • Page Numbers and any calculated cell. For example, the default one is

  • added to a Currency field, in order to sum its total. You can add and

  • edit any function going to Control Source under Property Sheet. You

  • can open this dialog box right-clicking on a cell and going to Properties.

  • If you want to know all the functions you can use inside Access, check

  • out the link in video description.

  • Through this view you have full control on the Report, composed by

  • different elements you can check through the Property Sheet.

  • Images contain simple pictures; Labels contain descriptions you can edit

  • and type anytime; Text Boxes any Field data, that you can't change

  • directly without the original Table, or any calculated data.

  • Through Design, on top, you can create and add other elements in your

  • Report. You may need more practice to use all of them in the best way.

  • Through this view, you can size each element dragging their contours, or

  • move them by simply using the Move icon in the top left corner.

  • The Report always follows the original Table layout. If you go to Arrange

  • on top, you can adjust the basic layout and add rows and columns if you

  • need.

  • Format is used to adjust the font settings, or introduce any filling

  • and outline to each element. This will affect all the selected cells you

  • have at that moment. Hold CTRL down to select more cells.

  • Forms are objects similar to Reports, but used to collect more data

  • inside your Tables, through a simple interface.

  • To create a Form, select a Table, and click on Form under Create tab.

  • The Form is composed by different Records, that correspond to each filled

  • row of your main Table. The last record is blank, ready to be filled to

  • import new data.

  • The Form can be edited as seen for Reports, through the Layout and the

  • Design View. The Form View is used to preview the Form.

  • In Access you also have Macros and Modules elements, used to automate

  • actions and commands. We won't see these in this beginner tutorial.

  • Let's see how to save and publish your Access database. To save your

  • database, in order to store your data, go to File and then to Save As.

  • If you choose any option inside Save Database As, you will save your

  • whole database, including all its objects inside. If you want to save

  • the Access object selected, choose Save Object As.

  • If you need to collect and gather data, you need to publish your database

  • and forms on the net.

  • There are lots of different ways to publish on the net. Just go to the

  • External Data tab and click on More. You can use SharePoint, an HTML

  • document or any online database.

  • Check out the video description if you want to know more about how to

  • publish your Access objects on the net.

  • Thanks for watching! Check out our Office 2016 guide to discover more!

Hello people, welcome to this video! Let's see the new Microsoft Access

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