Using Microsoft Access How To Use MS

Here, I chose to save the Excel file on my desktop with the file name of ProductList File Format.

The truth is that Access is a powerful tool that offers numerous features to manage your data efficiently.

Yet, the concepts are virtually the same for Access 2010, 2013 and 2016.

Using Microsoft Access How To Use MS

For illustration purposes, Ill use Access 2016 to demonstrate how to use MS Access.

So lets now dive into the steps needed to create a table in Access.

Topic-1: How to Use MS Access Creating a Table A table can be used to store your data.

It is indeed a fundamental ingredient in Access, and a good starting point to better understand how to use MS Access.

Ill use an example to illustrate how to create a table in Access to store your data.

To start, lets say that youd like to store some data about electronic products and their associated prices: Product Price Desktop Computer 700 Tablet 250 iPhone 800 Here are the steps that youll need to take in order to create the above table in Access: (1) The first obvious step that youll need to do is to open MS Access (2) Choose the option of a Blank database: (3) Type your desired File Name for your new database (for demonstration purposes, I typed the name of Test).

Then, click on Create: Under your new database (i.e., Test) youll be able to create and store your newly created tables.

The default table (which will be assigned a default name of Table1) currently doesnt contain any columns (also known as fields) or rows (also known as records): Adding Columns into your Table (4) Now youll need to add two columnsfields into your table: The Product column that will contain short text to describe the products names; and The Price column that will contain prices with a currency symbol So how do you add columns into your table Simply press on the Click to Add for each column (see the images below), and then choose the desired format for your columnfield from the drop-down list.

More specifically, for the Product column, choose the format of Short text from the drop-down list: Then, type the name Product (instead of the default name of Field1) to represent your Product column: Similarly, for the Price column, press on the Click to Add on the adjacent column to the right.

Then, choose the format of Currency from the drop-down list: Finally, type the name Price to represent your Price column: Adding Records into your Table (5) Now that you have your columns, youll need to add the actual data into your table.

To add the actual data into your table, simply type the following for each rowrecord on the grid itself: Product Price Desktop Computer 700 Tablet 250 iPhone 800 And this is how your table would look like in Access: Notice that Access automatically created a column called ID, containing a unique number for each record.

This column represents your Primary Key A Primary Key contains a unique key to identify each record under your table.

You can assign your own unique key for each record, or let Access automatically generate those values for you.

For the time being, let Access generate these unique IDs (in the form of numbers) for each of your records under your table.

Saving your Table We are almost done To complete the last piece of the puzzle, youll need to save your table.

To save your table, right-click on the tab that contains the default name of the table (i.e., Table1), and then press Save: (7) Finally, type the name of ProductList to represent your new table name.

Then, press OK: (8) You can open and edit your newly created table at any time by double-clicking on the tables name under the All Access Object menu: In the next part of this guide, Im going to show you two methods to export your data from Access into Excel.

Topic-2: How to Use MS Access Exporting Data from Access into Excel We will now review two methods to export your ProductList table from Access into Excel: Method1 The dirty method Here is a quick method to export your data from Access to Excel: (1) If your ProductList table is not already opened, then youll need to open it by double-clicking on the tables name under the All Access Object menu (as we saw in the previous section under step 8): (2) Press CtrlA on your keyboard to selecthighlight your ProductList table.

Then, press CtrlC to copy your table: (3) Open an Excel Spreadsheet, and then press CtrlV to paste your table into Excel: Dont forget to save your Excel file with the ProductList table.

Method2 The clean method Access also provides a clean functionality to export your data.

Here are the steps: (1) Go to the External Data tab in Access: (2) Click on the Excel icon that is located on the Access ribbon: (3) The screen Export Excel Spreadsheet will open up, where youll be able to specify the: File Name and location where your Excel file will be saved.

Using Microsoft Access For Mac