Creating a Client Database In Access

As designers, many of us have not made ourselves familiar with programs such as Microsoft Access. But it is not that hard to make a client database in Access. I prefer Access over Excel to store my information because once you get familiar with Access you can run some really useful reports. So here is quick lesson on starting that database.

1. Open Access

2. When you open Access you will see a prompt box. Choose Blank Access Data Base

3. After you choose Blank Access Data Base, "My Documents" will pop up with a default file name of db1 (if this is the 1st time you have used Access) change this to something thing like Client Data Base then click create.

4. The next window that you see may look a little overwhelming, but don't fear, it's not that hard. Under the Objects command, click on Tables. To the right of your screen (In the white area) you will have several options, choose the first one, "Create Table in Design View".

5. In the next window you see will see Table1: Table. Across the top you will see Field Name, Data Type and Description.

6. Under Field Name, you can begin with the first line: Company Name, 2nd line: Contact name, 3rd line: address, and just keep going until you have all the information lines that you want.

7. You will see by default Data type will be set as text. This is fine, just leave it that way until you are more comfortable with Access. You can still put phone numbers and zip codes in the table.

8. The Description is optional, if you want to put a description of each Field that is fine; it's not a problem, if you don't.

9. Go to File > Save. You will get a prompt asking if you if you want to set a Primary Key, select No. It is not necessary to have one at this point.

10. Below the Word file, in the left hand corner of your screen, you will see a button that looks like a tiny worksheet which has a pull down menu. When you click this you will see Design View, which is where you are now and Datasheet view. Click on Data Sheet View. Now all you have to do is fill in the blanks with names, address ect.

You now have your data base in Access. Not so hard after all, right?

Once you become familiar with the process you can even offer it as an extra service to your clients. I keep several databases for companies that I do design for, it is extra income and makes you even more valuable to them.

// posted by BasicAnn on 8/02/2005 10:50:00 AM / Permanent Link