Access Tutorials

If you are used to using database software like Microsoft Access, then you know how to navigate it and get things done using it. But what about when you need to share the information with other people who don’t know access at all? Well, you can create a “user menu” to help other people who don’t use Access on a daily basis navigate it without headaches. In this short tutorial, I will show you how to create a “user menu” or as Microsoft calls it a “Switchboard.”

1. First, make sure you have open the database for which you want to create a user menu or “swithchboard” as it’s called by Microsoft. Next, go to Database Tools>Switchboard Manager, and you will see a pop up window box asking you if you want to create a swtichboard, so click the Yes button.
2. Next, the “Switchboard Manager” pop up window box appears and click New to create a brand new user menu for this particular database. Following that, the “Create New” pop up window box appears and asks you for a name, so type in a name you will remember and click OK. The new name will appear right below “Main Switchboard” (Defaut) under “Switchboard Pages” back in the “Switchboard Manager” pop up window box.
3. Next you need to add “menu items” to your switchboard, so select the newly created switchboard listed right under “Main Switchboard” (Default) and click Edit. Next, the “Edit Switchboard Item” pop up window box appears. Enter the name of the menu item in the “Text” box, and then select the command along with the form. And click OK. This new command will appear under “Items on this Switchboard” within the “Edit Swicthboard Page” pop up window box.
4. You will have to repeat step 3 for each command (“menu item”) that you want to include in the switchboard (“user menu”).

Great! You created a switchboard that your users will appreciate.

When you use a database program like Microsoft Access 2007 you deal with large amounts of data daily, so one of the things that you also do often is mass mailings. Lucky for you, Access has a great function that lets you create mailing labels in just a couple of clicks. In this short tutorial, I will show you how to create mailing labels for massive mailings.

1. First, make sure you have open the database that has the information you want to include in your mass mailing. Next, go to Create>Reports>Labels, and the Lable Wizard will open up.
2. The “Label Wizard” pop up window box will appear. Next, from the group of label options, select the labels that you will be using for the printing of the labels, and also search the correct label manufacturer, and click Next.
3. Next, you can select the font type, size, and color for your labels, and click Next.
4. In this following section, you need to pick the fields that you want to appear on the labels. So, under available fields, click on the ones that you want to transfer to the “Prototype label” section, and click Next.
5. In this step, you need to tell Access how to sort the data to organize it for the labels. Review the options under “Available Fields” and click the field or fields that best organizes the information and these selections will appear under “Sort by.” And click Next.
6. Now, give your file a name and click “See the labels as they will look printed” option to see a preview and click Finish.
7. Finally, you will see a preview of the mailing labels and you will be ready to print them or save the file for future use.

Fantastic! Your labels were created in minutes and this will save you time and effort.

You know that Access is great for storing large amounts of data. It also lets you format, sort, filter and print this data in multiple ways to help meet your business needs. But, you can also enter and edit new data, and the best way to do this is by entering one new record at a time in a form. A form is just a pop up window box that you design that asks for the necessary information that each new record requires. In this short tutorial, I will show you how to create a simple form to enter new records into your database.
 
 

Go to Start>Programs>Microsoft Access to open the program. Go to File>Open and find the database named “Customer Listing.” The database will open in the table view, which looks like an Excel spreadsheet. From the “Objects” menu on the left hand side of your screen, click on “Forms,” and the select the option “Create form by using wizard.”

Since a form is a pop up window that asks for information needed to create a new record, you will probably need all the fields’ information that you specified when you created the “Customer Roaster” database. In this step, click on the “Select all fields” button and hit Next. Now, click on the “Columnar layout” button and click Next. Following that, select “Standard” style and hit Next. Finally, click Finish and agree to the name given to the new form.

Now you will see your newly created Customer Roaster Form where you will be able to continue entering new records in a fast and accurate way.

 
Good Job! In three easy steps, you created a neat looking shortcut for entering new records into an Access database.