Microsoft Access Tutorial: 7 Hours of Beginner to Advanced Training

Introduction

This tutorial aims to provide a comprehensive guide on how to effectively use Microsoft Access 2019, covering various features from the basics of acquiring and setting up Access to more advanced functionalities including macros, indexing, and managing relationships between tables. Whether you're a beginner or looking to enhance your skills, this guide will help you navigate through the essentials and advanced concepts in Access.

Chapter 1: Introduction to Access 2019

• Microsoft Access 2019 is designed to help users manage large amounts of data effectively.
• The course is suitable for:
  • Beginners with no prior experience in Access or database software.
  • Users familiar with older versions of Access (2010 or earlier).
  • Users accustomed to recent versions (Access 2013 or 2016) but unfamiliar with new features in 2019.
• A live internet connection is required for online help and downloading templates.

Chapter 2: Acquiring Access 2019

• Options for Acquisition:
  1. Office 365 Subscription:
     • Rent Microsoft applications, including Access.
     • Always up-to-date with automatic updates.
     • No mobile version for Access included.
  2. One-time Purchase:
     • Higher upfront cost, but the software is yours permanently.
     • No automatic updates unless a new version is purchased.
• Ensure you download Access from a legitimate source to avoid issues.

Chapter 3: Structure of the Course

• The course is divided into sections, each covering different features and functionalities.
• Exercises will be provided for practical application of learned concepts.
• Familiarize yourself with the course files and where they are located for efficient learning.

Chapter 4: Using Database Templates

• Open Access and search for available templates.
• Pin Access to your taskbar for easier access.
• Explore templates available for various database types (e.g., contacts, event management).
• Choose a template to use as a starting point for your database project.

Chapter 5: Creating, Saving, and Opening Databases

• Create a new blank database using the desired name and location.
• Save databases regularly to avoid data loss:
  • Use File > Save As to save with a specific name.
  • Understand the importance of naming conventions for easy identification.

Chapter 6: Access Workspace and Backstage

• Familiarize yourself with the Access workspace:
  • Ribbon interface, navigation pane, and status bar.
  • Quick Access Toolbar for frequently used commands.
• Learn to customize the workspace to suit your preferences.

Chapter 7: Online Help and Tell Me Feature

• Use the F1 key for online help whenever needed.
• The Tell Me feature provides quick access to commands and help topics.

Chapter 8: Working with the Ribbon

• Learn the structure and functionality of the Ribbon:
  • Access commands organized into tabs (Home, Create, External Data, etc.).
  • Use keyboard shortcuts for efficient navigation.

Chapter 9: Quick Access Toolbar

• Customize the Quick Access Toolbar for easy access to frequently used commands:
  • Right-click on commands to add them to the toolbar.
  • Adjust the order and separation of commands for better organization.

Chapter 10: Contextual Menus

• Utilize right-click contextual menus for quick access to relevant commands based on the selected item.

Chapter 11: The Status Bar

• Understand the information displayed in the status bar and how it can assist you during data entry.

Chapter 12: Keyboard Shortcuts

• Familiarize yourself with essential keyboard shortcuts to enhance your efficiency in navigating Access.

Chapter 13: Creating a Table and Fields

• Create tables and define fields for your database:
  • Use appropriate data types (Short Text, Number, Currency, etc.).
  • Set field properties (required, indexed, etc.).

Chapter 14: Indexing Fields

• Learn about indexing and its importance in improving search performance.
• Understand the implications of indexing fields and the balance between performance and maintenance.

Chapter 15: Setting Up Relationships

• Create relationships between tables to establish connections and ensure data integrity:
  • Use the drag-and-drop method to link primary keys and foreign keys.
  • Enforce referential integrity to maintain data consistency.

Chapter 16: Advanced Queries and Data Entry

• Explore advanced querying options and how to efficiently enter and modify data in Datasheet View.
• Utilize filtering and sorting features to manage large datasets effectively.

Chapter 17: Macros and Automation

• Create and manage macros for automating repetitive tasks:
  • Understand the difference between macros and VBA.
  • Use the AutoExec macro to run specific actions when the database opens.

Chapter 18: Security and Trust Center Settings

• Set up macro security settings to protect your database.
• Use trusted locations to avoid security warnings when opening databases.

Chapter 19: Splitting Databases

• Split your Access database into front-end and back-end components:
  • Understand the advantages of splitting to enhance performance and security.
  • Manage linked tables effectively for multi-user environments.

Conclusion

This tutorial provides a structured approach to learning Microsoft Access 2019, from basic database creation to advanced functionalities like macros and data management. As you progress through the chapters, you'll gain the skills needed to effectively use Access for various data management tasks. For further exploration, consider delving into specific features or creating your own database projects to apply what you've learned.