How to Use a Microsoft Access Program

By Tricia Goss

Microsoft Access is the database program that is included with Microsoft's Office suite. While not as intuitive and user-friendly as most other Office programs, Access offers powerful features for creating databases and extracting data from them. Learning some basic steps will allow you to begin to make databases, tables, reports, forms and queries. Once the program becomes more familiar, you can start to learn advanced techniques, such as creating mail merges and more.

Things You'll Need

  • Microsoft Access 2003 - 2007

Step 1

Create a database. Start Access and click "New" from the "File" menu or "Office Button." Click "On My Computer." Select the type of database desired and click "OK." Enter a name for the database and click "Create." The Database Wizard will start.

Step 2

Add tables to the Access database. In Database view, select "Tables" under "Objects." On the database window toolbar, select "New," and then double click the "Table Wizard" button. Follow the table wizard instructions to create the type of table desired.

Step 3

Create relationships between tables. In Database view, select "Database Diagrams" under "Objects." Click the desired diagram and then select "Design." Select the table columns to be related using the row selector, and then drag them to the related table. The "Create Relationship" dialog will open. Click "OK" to confirm.

Step 4

Use forms to enter data in the database. Go to the "Forms" tab of the database menu, or click "Forms" on the toolbar. Select "Create Form by Using Wizard," and use the double arrow button to choose fields. Click "Next." Select the desired layout and click "Next" again. Select a style, click "Next" and enter a name for the form. Click "Finish" and begin entering data.

Step 5

Create a query to extract information from the database. Select "Queries" from the toolbar, or go to the "Queries" tab. Double lick "Create Query by Using Wizard". The Query Wizard will open. Select a table, and choose the fields desired for the query results, then click "Next." Choose "Show All Fields" or "Summary" and click "Next" again. Enter a name for the query and click "Finish."