Microsoft Access is a powerful program to create and manage your databases. It has many built in features to assist you in constructing and viewing your information. Access is much more involved and is a more genuine database application than other programs such as Microsoft Works.

First of all you need to understand how Microsoft Access breaks down a database. Some keywords involved in this process are: Database File, Table, Record, Field, and Data-type. Here is the Hierarchy that Microsoft Access uses in breaking down a database.

Database File: This is your main file that encompasses the entire database and that is saved to your hard-drive or floppy disk.

Table: A table is a collection of data about a specific topic. There can be multiple tables in a database.

Field: Fields are the different categories within a Table. Tables usuallycontain multiple fields.

Data types: Data types are the properties of each field. A field only has 1 data type.

Create a database using the Database Wizard:

1. When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new database or open an existing one. If this dialog box is displayed, click Access Database Wizards, pages, and projects and then click ok.

   If you have already opened a database or closed the dialog box that displays when Microsoft Access starts up, click New Database on the toolbar.

2. On the Databases tab, double-click the icon for the kind of database you want to create.
3. Specify a name and location for the database.
4. Click Create to start defining your new database

Create a database without using the Database Wizard:

1. When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new database or open an existing one. If this dialog box is displayed, click Blank Access Database, and then click ok.

   If you have already opened a database or closed the dialog box that displays when Microsoft Access starts up, click New Database on the toolbar, and then double-click the Blank Database icon on the General tab.

2. Specify a name and location for the database and click create.

Forms: A form is nothing more than a graphical representation of a table. You can add, update, and delete records in your table by using a form.

NOTE: Although a form can be named different from a table, they both still manipulate the same information and the same exact data. Hence, if you change a record in a form, it will be changed in the table also. A form is very good to use when you have numerous fields in a table.
This way you can see all the fields in one screen, whereas if you were in the table view (datasheet) you would have to keep scrolling to get the field you desire.

Create a Form using the Wizard: The following steps are needed to create a basic form:

1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
2. Click on the Forms button under Objects on the left side of screen
3. Double click on Create Form Using Wizard
4. On the next screen select the fields you want to view on your form. Most of the time you would select all of them.
5. Click Next
6. Select the layout you wish
7. Click Next
8. Select the style you desire…
9. Click Next
10. Give you form a name, and select open the form and enter information
11. Select Finish
12. You should see your form. To adjust the design of your form, simply hit the design button (same as with the tables), and adjust your form accordingly.

Reports: A report is an effective way to present your data in a printed format. Because you have control over the size and appearance of everything on a report, you can display the information the way you want to see it.

Create a Report using the Wizard: Microsoft Access does a very good job using the wizard to create reports.

1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
2. Click on the Reports button under objects on the left side of screen
3. Double click on create report using wizard
4. On the next screen select the fields you want to view on your form. Most of the time you would select all of them.
5. Click Next
6. Select if you would like to group your files. Keep repeating this step for as many groupings as you would like.
7. Click Next
8. Select the layout and the paper orientation you desire
9. Click Next
10. Select the style you desire
11. Click Next
12. Give you report a name, and select preview the report
13. Select finish
14. You should see your report. To adjust the design of your report, simply hit the design button (same as with the tables), and adjust your report accordingly.