Launch Microsoft Access 2007 by going to the Start button, Microsoft Office and selecting Access 2007.

When first opening Access 2007 you will be presented with a Getting Started page. There are many templates to choose from in this window you can either scroll through or use the search panel at the top of the box. To create a blank database, select the option “New Blank Database” and click on the Create button.

If you wish to return to the Getting Started page again later, or you wish to create another database click on the Office button and select New, press Ctrl + N, or press the New icon on the Quick Access Toolbar.

Access will open in Datasheet view. This is a table design view which allows you to gain control over the table creation. You can change the view by clicking on the buttons in the bottom right corner of the window next to the words Num Lock.

If you click on another view you will be prompted to save the table. If staying in Datasheet view save it manually by going to the Office button and Save. NB: remember to save regularly by selecting Ctrl + S or clicking the save icon.

In Datasheet view Access will have already created a column called ‘ID’. Click on the column next to this and double click to access the heading of the column, enter text such as ‘Forename’. You can add a space between the words if you wish.

The Datasheet Ribbon at the top of the window will display Text as default in the Data Type box. This can be changed if you are entering numbers.

To move on to the next column hit the Enter key and repeat the process in the next column.

When moving into Design view more buttons appear in the bottom right corner which allows the user to see their database in Pivot Table view and Chart View.

External Data

The External Data ribbon allows the user to import or link their database and tables to other applications such as Excel or even SharePoint lists. The user can also create email messages and manage the replies.

Adding a Query

A make table query retrieves data from one or more tables, and then loads the result set into a new table. That new table can reside in the database that you have open, or you can create it in another database.

Adding a query takes place after all of the information has been inputted. The Query command can be found under the Create Ribbon. If you are new to creating queries it is best to run the Query wizard which will help you through the processes.

An example of a query would be if you were going to extract all customer names from a particular county.

Even though there are views for this, from the Create Ribbon you can also create Pivot Charts and Reports automatically. You also have table templates that can insert predefined tables such as Contact information.

By Kelly Foxhall