If you want get the most out of Access you should read this article to the end because we will show you the best tips and tricks for you to be an expert in handling databases.
Further, We will explain what the main window is, what it is for and what are all the options you have available in this tool Microsoft.
Don’t miss out on anything if you want to be a professional in Access and so you can manage a large amount of information that is related to your work. With these tips that we will show you, you will save steps and increase your work efficiency.
What is the main Access window and what is it for?
The main Access window is the options bar at the top of the screen and in which you will find all the necessary tools so that you can work with the different functions that the program has Microsoft. This way you will be able run the commands in a much easier way, using the mouse or keyboard shortcuts.
It is divided into different menus, which in turn are composed of several groups of tools that contain specific functions, which are separated according to the type of task they can execute. You will also find the data table in the main window with which you will work. If you click on a new file, it will appear blank, much like a Leaf from Microsoft Excel.
What are all the options in the main Access window?
As we told you in the previous section the main Access window is made up of different options.
We will show you below each one of them and what are the tools that you can find in them:
Microsoft Access works through tables, which are made up of rows and columns that you can interrelate and form a set of tables to form an organized database. Its graphical interface is similar to that of an Excel spreadsheet. You will have the possibility to add objects and modify the type of input through filters that you have established by default.
In this menu you will find all the tools that are related to the data and that will help you choose if you want a view Design or from Data sheet. In addition, you can sort and filter information, run a spell check, choose the font (size and color) and also use the spell tool. Search for and replace.
This is one of the most used groups of tools in Access and is used to create a new table using a design in which you can add fields and set index options or through lists SharePoint.
You will also be able to choose a query wizard or create a query in which you can include a dialog box. Among the most important elements are the forms, which will allow you work with an assistant, perform a navigation with horizontal or vertical tabs and design a new form through the view Design.
On the other hand, you will find a group of functions that will allow you to work with reports. You will be able to create an empty report, design one so that you can add functions that are by means of groups by total data. By last, you will find the Macro so you can add repetitive tasks and automate them, this will allow you to take fewer steps when you work.
You must not forget that Access is a program in which you can interrelate different tables creating databases, so you will need to import and export external data. To carry out this task you will have to go to the menu External data. In this sector of the main screen you will be able to import and link the data sources. Then you will have the option to export them to Excel, to a file XML, text or send it by email.
When you need to work specifically with the database you have created you will have to use the menu Database tools. In these functions you can compact and repair the database when it is not compatible or you find an error with a specific element.
You can run macros and define relationships data so that fields can be matched to other tables. You should also use this menu to relate to object dependencies when making queries that are based on certain tables. Another advantage that you will have when you use this type of menu is that you can move the data and manage add-ons in a simple way. Finally, you will be able to analyze the performance through the database documentator.
In this type of menu you will be able to work whenever you need edit in the fields that a table has. You will be able to choose the type of view you need, add and delete field types (you should not forget that these can be text, hyperlink, number and date, among others). With this tool you can also add the names, title and description to each field. Finally, you can modify a format and perform a validation to check a specific rule or configure an error message.
When you need to work with the properties of a table you should use this menu to carry out your task. This way you will be able to know, examine and validate events to determine the correct execution of macros (which you can also create and change the name from this sector). Finally, you can create relationships for the data in the different tables and display objects that use the queries that are based on specific tables.
This is a dropdown menu that you can find next to each field and in which you can select different options that will help you format, sort and filter the data, among other things.
Tips and tricks to get the most out of Microsoft Access
Here are some tips and tricks so you can get the most out of Access and become an expert in no time.
Use predesigned templates
When you are starting in database management or you are already an advanced user in Access, you should not neglect the use of predesigned templates by Microsoft. This will save you time and also set parameters and layouts. of forms in a table faster. To carry out this you will have to go to the tab Archive, then you will have to click New and choose, from the search bar, the type of database you want.
Create macros to automate tasks
Using macros will help you automate repetitive tasks. In this way, you can generate a key combination or include it in the quick menu (located in the upper left part of the screen) so that you can perform several steps in one. You can do this by going to the menu Table, looking for the tool group Relations and clicking on Named macro. Then you will have to assign a name, run the task and click save.
Analyze the performance of the database
When you start working on the database and incorporate different elements, you are likely to make some mistakes, so you will need to see what the performance of one or more tables and a complete Access database is.
For this you will have to go Database tools, choose the group Analyze and click Analyze performance. A window will appear in which you will have a detail of the queries, forms, reports and macros that the document has. You will be able to bypass some of these components with just one click. You can also analyze the table, by means of a wizard (by clicking on Analyze table), in which it will show you the information that is repeated and how you can update different tables at the same time.
If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will be of great help to more members of the community. Thank you! 😉