Access 2016

Basic

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© 2018 by CustomGuide, Inc. 3387 Brownlow Avenue, Suite 200; Saint Louis Park, MN 55426
This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication
may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language
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freedom from error of this document or the products it describes. Data used in examples and sample data
files are intended to be fictional. Any resemblance to real persons or companies is entirely coincidental.
The names of software products referred to in this manual are claimed as trademarks of their respective
companies. CustomGuide is a registered trademark of CustomGuide, Inc.
 Contents
Access Fundamentals ...............................................................................................................................7
Introduction to Databases ...............................................................................................................................8
Database Objects .........................................................................................................................................9
Understand the Screen ................................................................................................................................. 10

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Open a Database ........................................................................................................................................... 13
Open a Database ....................................................................................................................................... 13
Work with Database Objects ........................................................................................................................ 14

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Use the Navigation Pane ........................................................................................................................... 14
Open a Database Object ........................................................................................................................... 14
Switch Object Tabs .................................................................................................................................... 15

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Close a Database Object ........................................................................................................................... 16
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Rename a Database Object ....................................................................................................................... 16
Delete a Database Object ......................................................................................................................... 17
Tour of Tables ............................................................................................................................................... 18
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Open a Table ............................................................................................................................................. 18
Parts of a Table ......................................................................................................................................... 19
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Tour of Queries ............................................................................................................................................. 21

Open a Query ............................................................................................................................................ 21
Display a Query in Design View................................................................................................................. 22
Change a Query’s Criteria ......................................................................................................................... 22
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Display a Query in Datasheet View ........................................................................................................... 23

Tour of Forms ................................................................................................................................................ 24
Open a Form ............................................................................................................................................. 24
Navigate a Form ........................................................................................................................................ 25
Add a Record ............................................................................................................................................. 25
Tour of Reports ............................................................................................................................................. 26
Open a Report ........................................................................................................................................... 26
Switch to Layout or Design View............................................................................................................... 26
Help ............................................................................................................................................................... 27
Close and Exit Access .................................................................................................................................... 29
Close a Database ....................................................................................................................................... 29
Exit Access ................................................................................................................................................. 30

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 Create and Work with a Database ..........................................................................................................31
Plan a Database ............................................................................................................................................. 32
Determine the Purpose of a Database ...................................................................................................... 32
Create a Database ......................................................................................................................................... 33
Create a Database from a Template.......................................................................................................... 33
Create a New Blank Database ................................................................................................................... 34
Select Data ..................................................................................................................................................... 35

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Select Text ................................................................................................................................................. 35
Select a Record .......................................................................................................................................... 35
Select Multiple Records ............................................................................................................................. 36

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Select a Field Column ................................................................................................................................ 36
Add, Edit, and Delete Records ....................................................................................................................... 38
Add a Record ............................................................................................................................................. 38
Edit a Record.............................................................................................................................................. 39

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Cut, Copy, and Paste Data ............................................................................................................................. 40
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Copy and Paste .......................................................................................................................................... 40
Cut and Paste ............................................................................................................................................. 41
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Use Undo and Redo ....................................................................................................................................... 42
Undo an Action .......................................................................................................................................... 42
Redo an Action .......................................................................................................................................... 43
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Check Your Spelling ....................................................................................................................................... 44

Use the Zoom Box ......................................................................................................................................... 46
Preview and Print .......................................................................................................................................... 47
Print Preview a Database Object ............................................................................................................... 47
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Print a Database Object ............................................................................................................................. 48

Find, Filter, and Format Data ..................................................................................................................51

Find and Replace Data ................................................................................................................................... 52
Find Data.................................................................................................................................................... 52
Replace Data .............................................................................................................................................. 53
Sort Records .................................................................................................................................................. 55
Sort Records .............................................................................................................................................. 55
Remove a Sort ........................................................................................................................................... 56
Use Common Filters ...................................................................................................................................... 57
Apply a Common Filter .............................................................................................................................. 57
Clear a Filter............................................................................................................................................... 59
Filter by Selection .......................................................................................................................................... 60
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 Filter by Form ................................................................................................................................................ 61
Create an Advanced Filter............................................................................................................................. 63
Apply an Advanced Filter .......................................................................................................................... 63
Adjust Rows and Columns............................................................................................................................. 66
Adjust Column Width ................................................................................................................................ 66
Adjust Row Height..................................................................................................................................... 66
Automatically Adjust Columns .................................................................................................................. 67

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Rearrange Columns ................................................................................................................................... 67
Change Gridlines and Cell Effects ................................................................................................................. 68
Change Gridlines ....................................................................................................................................... 68

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Apply Background Colors .......................................................................................................................... 69
Apply Cell Effects....................................................................................................................................... 70
Freeze a Column ........................................................................................................................................... 71
Freeze a Column........................................................................................................................................ 71

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Hide a Column ............................................................................................................................................... 73
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Hide a Column ........................................................................................................................................... 73
Unhide a Column....................................................................................................................................... 74
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Work with Tables ...................................................................................................................................77
Create a Table ............................................................................................................................................... 78
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Create a New Blank Table ......................................................................................................................... 78

Create a Table in Design View................................................................................................................... 80
Create a Table from Application Parts ...................................................................................................... 82
Create a SharePoint List Table .................................................................................................................. 83
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Understand Field Types and Properties........................................................................................................ 85

Change a Field Type .................................................................................................................................. 85
Change a Field’s Properties ....................................................................................................................... 86
Index a Field .................................................................................................................................................. 88
Add a Primary Key and Auto-Increment Fields ............................................................................................. 90
Add a Primary Key ..................................................................................................................................... 90
Additional Primary Key Notes ................................................................................................................... 91
Auto-Increment Fields .............................................................................................................................. 92
Insert, Reorder, and Delete Fields ................................................................................................................ 93
Insert a Field.............................................................................................................................................. 93
Reorder a Field .......................................................................................................................................... 94
Delete a Field ............................................................................................................................................ 94
Add Field Descriptions and Captions ............................................................................................................ 95
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 Add a Description to a Field ...................................................................................................................... 95
Add a Caption to a Field ............................................................................................................................ 96
Change the Field Size ..................................................................................................................................... 97
Format Number, Currency, and Date/Time Fields ........................................................................................ 99
Format Number, Currency, and Currency Fields ................................................................................... 99
Change the Number of Decimal Places ................................................................................................... 100
Format Number, Currency, and Currency Fields by Hand....................................................................... 102

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Format Text Fields ....................................................................................................................................... 105
Set a Default Value ...................................................................................................................................... 106
Require Data Entry ...................................................................................................................................... 107

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Validate Data ............................................................................................................................................... 108
Create an Input Mask .................................................................................................................................. 110
Create a Lookup Field .................................................................................................................................. 114
Create a Lookup Field .............................................................................................................................. 114

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Create a Value List ....................................................................................................................................... 119
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Create a Value List ................................................................................................................................... 119
Use a Data List ......................................................................................................................................... 121
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Modify a Lookup List ................................................................................................................................... 122
Modify a Lookup List ............................................................................................................................... 122
Modify a Value List .................................................................................................................................. 123
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Add Total Rows ............................................................................................................................................ 125

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 Access Fundamentals
Microsoft Access is a powerful database program you
can use to store all kinds of information—from a Objectives
simple list of contacts to an inventory catalog with tens Introduction to Databases
of thousands of products. Once information is stored in
a Microsoft Access database, it’s easy to find, analyze, Understand the Screen

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and print. Open a Database
Work with Database Objects
This chapter is an introduction to working with Access.
We don’t get into great depth here, but we make sure Tour of Tables

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you understand the key parts of Access, such as tables, Tour of Queries
forms, queries, and reports. You’ll learn about the main
Tour of Forms
components of the program screen, how to work with
database objects, and how to use help. Tour of Reports
Help

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 Introduction to Databases
In its simplest form, a database is a collection of information organized into a list. Whenever you make a list
of information, such as names, addresses, products, or invoices, you are, in fact, creating a database.
Technically speaking, you don’t even have to use a database program to create a database. You can make a
list of information in all kinds of programs, such as Microsoft Excel or Word.

A database program, however, is much more powerful than a simple list you keep on paper or in a Microsoft

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Word document. A database program lets you:

• Store Information: A database stores lists of information that are

related to a particular subject or purpose. A database stores

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personal information, such as a list of Aunt Mildred’s home recipes,
or business information, such as a list of hundreds of thousands of
customers. A database also makes it easy to add, update, organize,
and delete information.

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• Find Information: You can easily and instantly locate information
stored in a database. For example, you can find all the customers
with the last name “Johnson” or all the customers who live in the
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55417 ZIP code and are older than 65.

• Analyze and Print Information: You can perform calculations on

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information in a database. For example, you could calculate what
percent of your total sales comes from the state of Texas. You can
also present information in a professional-looking printed report.
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• Manage Information: Databases make it easy to work with and

manage huge amounts of information. For example, with a few
keystrokes you can change the area code for hundreds of
customers in the (612) area code to a new (817) area code.
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• Share Information: Most database programs (including Microsoft

Access) allow more than one user to view and work with the same
information at once. Such databases are called multi-user databases.

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 Database Objects
Databases usually consist of several parts. A Microsoft Access database may contain up to seven different
database object types. Some objects you will use all the time (such as Tables), while others you may hardly
ever use (such as Modules).

Database Objects

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Tables Tables store a database’s data in rows (records) and columns (fields). For
example, one table could store a list of customers and their addresses while
another table could store the customers’ orders. A database must always

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contain at least one table where it can store information—all the other database
objects are optional.

Queries Queries ask a question of data stored in a table. For example, a query might only
display customers who are from Texas.

N T Forms Forms are custom screens that provide an easy way to enter and view data in a
table or query.
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Reports Reports present data from a table or query in a printed format.

Macros Macros help you perform routine tasks by automating them into a single
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command. For example, you could create a macro that automatically opens and
prints a report.
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Modules Like macros, modules automate tasks, but they do so by using a built-in
programming language called Visual Basic or VB. Modules are much more
powerful and complex than macros.
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 Understand the Screen
There is a lot going on with the Access program screen, so this lesson will help you become more familiar
with it. Review the labeled items in the images below, then refer to the tables to see what everything does.

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Title Bar: Displays the name of the current Help/Display Options: Here you can
file. change how much of the ribbon is
displayed; minimize, maximize or restore
the screen; or close Access altogether.

Quick Access Toolbar: This is a fast way to The Ribbon: This is where you’ll find all the
access the most used features. options you need to make a database. The
options are grouped into tabs.

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File tab: This is where you'll find basic file Access Object: The Access Object is where
management commands, such as New, you can view the content of the open or
Open, Save, Close, and program options. selected database object.

Microsoft Account User Info: When you View buttons: Use one of the view buttons
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log in with your Microsoft account, your to quickly switch between the different
name and picture appear here. views.

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Scroll bar: Use the scroll bar to view Navigation Pane: The Navigation Pane is
different parts of the database object. where you can see and open your database
objects, such as tables, queries, forms, and
reports.
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Status bar: The Status bar displays Object tab: A tab appears for each open
messages and feedback. database object. Click a tab to view and
work with that object.

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 Open a Database
To make changes to an existing database, you’ll first need to open it.

Open a Database
Click the File tab.
Click Open. The databases

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you’ve recently opened show
up here.
Select the location where the

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file is saved.
• If you’re signed into your
Microsoft account, you can
open files directly from

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• Or click Computer to open a
database that is saved
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locally to your computer.
Click Browse.
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Navigate to where your file is
saved and select the file you
want to open.
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Click Open.

The database opens.

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 Work with Database Objects
Use the Navigation Pane
Think of the Navigation Pane as the mission control center for an Access database. You use the Navigation
Pane to open and manage the different types of objects in your database.

Click the arrow button at the

top of the Navigation Pane to

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select the type of object(s) you
want to display.
The Navigation Pane can

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display different types of
Access objects. You can change
the view settings to view all
the database objects in this
database.

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sure there’s a check mark next
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to All Access Objects.

A menu displays, listing the different

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types of database objects you can
display.

Open a Database Object

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Double-click an object in the

Navigation Pane.

The Navigation Pane contains buttons

for each type of database object.
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 Switch Object Tabs
If you have multiple objects open, you can use the tabs to switch between objects.

Click the tab for the object you

want to display.

The object appears on the screen as a

tabbed item.

As you open additional objects, they

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stack on top of each other in the same
window. To bring a different object to
the top, where it’s visible, click its tab.

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Modify a Database Object in Design View
Click the View button list
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arrow.
Select Design View.
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Tip: You can also modify a database

object in Design view by right-clicking
the object’s tab and selecting Design
View from the contextual menu.
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 Close a Database Object
Click the object’s Close button
in the upper-right corner of the
window.

The object closes. Remember, closing

an object is different than closing the
entire database.

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Rename a Database Object
In the Navigation Pane, right-
click the object that you want
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to rename.
Select Rename from the
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contextual menu.
Type a new name and press
Enter.

The object is renamed.

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 Delete a Database Object
Select the object you want to
delete in the Navigation Pane.
Press the Delete key.
Click Yes to Confirm the
deletion.

The object is deleted.

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 Tour of Tables
Tables are the heart and soul of any database. They’re where a database stores all its information. All the
other database objects are merely tools to analyze and manipulate the information stored in tables.

Open a Table
Double-click the table you

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want to open in the Navigation
Pane.

The table opens as a tab in the

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window.

Of course, before you can open a table,

someone will need to have already
created the table, or else you’ll need to

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be using a database template that
already has tables created for you.
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 Parts of a Table
Let’s take a closer look at the current table and identify its different components.

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Fields: Tables are made up of groups of fields. A field is a specific type of information, such as a
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person’s last name, address, or phone number.

Records: Together, the related fields for each individual person, place, or thing make up a single
record.

Datasheet: Table information is displayed, entered, and modified in a datasheet. A datasheet is a

grid that contains all the records in a table.

Record selector: The record selector shows indication of the record that you are currently
working on.

Record Navigation bar: You use the Record Navigation bar buttons to move through the records
in a table.

Scroll bars: Tables usually contain too much information to display on the screen at once, so
you’ll have to use the scroll bars to see all of it.

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 Next, look at the record navigation buttons near the bottom of the screen, as shown in the table below. The
record navigation buttons on the Record Navigation bar display the number of records in the current
database and allow you to move between these records.

Table Navigation Using the Record Navigation Bar

Go To Navigation Buttons Keyboard Mouse

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Next record Click the Next record Press the <↓> arrow Click the record you want
navigation button. key. to select (if displayed).

Previous record

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Click the Previous Press the <↑> arrow Click the record you want
record navigation button. key. to select (if displayed).

First record in a table Click the First record Press <Ctrl> + <Home> N/A
navigation button. (when not editing
record).

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Last record in a table Click the Last record
navigation button.
Press <Ctrl> + <End>
(when not editing
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record).

New blank record Click the New (blank) N/A Click in the (New) row at
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record navigation button. the end of the table.

Search for records Type a keyword in the N/A N/A

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using keywords box next to

the navigation buttons.
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 Tour of Queries
A query asks a question about the information in one or more tables and then retrieves the results.

For example, if you wanted to know which employees had worked for the company for more than five years,
you could create a query to examine the contents of the Hire Date field to find all the records in which the
hire date is more than five years old. Access would retrieve the information that meets your criteria and
display it in a datasheet.

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Open a Query
Double-click the query you

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want to open in the Navigation
Pane.

Notice that the query doesn’t look any

different than a table. Information is

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displayed in a datasheet, and you can
even edit records in some queries. But,
the information in a query isn’t a
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duplication of the data in a table—it’s
just another way of looking at it.
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 Display a Query in Design View
In Design View, you can see a query’s underlying tables, which fields are included in the query, and the
criteria used to specify which records to display.

Click the View button on the

ribbon.

In Design View, you can see a query’s

underlying tables, which fields are
included in the query, and the criteria

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used to specify which records to
display.

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Tip: You can also display a query in
Design View by right-clicking the query
object in the Navigation Pane and
selecting Design View. Or, click the
Design View button in the Status bar.

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Change a Query’s Criteria
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Select the information you
want to edit in the Criteria row
and type in your changes.
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 Display a Query in Datasheet View
Click the View button on the
ribbon.

Access runs the query and displays its

records.

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 Tour of Forms
Forms make it easy to view and work with the information in tables and queries. Forms can include fill‐in‐
the‐blank fields, check boxes, drop-down lists, buttons, and more.

There are a few different kinds of forms in Access:

• Form: A traditional form view. In Layout view, you can edit the form design while also displaying

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data.

• Split form: Creates a split screen that allows you to view information through a Form view and
Datasheet view at the same time. You can use the Datasheet view to locate a record and the Form

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view to edit it.

• Multiple items form: Allows you to view multiple records at a time—unlike a regular form where
you can only work with one record at a time. It looks much like a datasheet, but allows for more
customization.

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forms that pop out in their own dialog box windows (instead of appearing as tabbed items next to
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the other database objects in the main database window).

Open a Form
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Double-click the form you want
to open in the Navigation
Pane.
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The form opens in the window in Form

view.
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 Navigate a Form
Use the record navigation
buttons near the bottom of the
screen to move to the first,
last, next, or previous records.

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Add a Record
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Click the New Record button
on the Record Navigation bar.
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A blank form appears, ready to
accept your information.
Complete the form fields.
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When you’re finished typing

information into a form, press
the Tab key to move on to the
next field.
When you’ve finished entering
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the record, you can close the

form. Click the New Record
button to create another
record, or use the Record
Navigation buttons to view
another record.

A simple form may contain only fill-in-

the-blank style text fields, but many
forms are more complex and may
contain lists, combo boxes, check
boxes, and sub-forms.

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 Tour of Reports
Reports present data in a table or query in printed format. Reports can be a simple list of records in a table
or a complex presentation that includes calculations, graphics, or even charts.

Although you can directly print tables and queries, they don’t have any format or display options.

Open a Report

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Double-click the report you
want to open in the Navigation
Pane.

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The report appears in Report View.

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Switch to Layout or Design View

To edit a report’s structure, you need to change to Layout or Design View.

Click the View button list

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arrow in the Views group on

the Home tab.
Select Layout View or Design
View.

Most edits can be made in Layout

View, but complex tasks require Design
View.

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 Help
When you don’t know how to do something in Access, look up your question in the Access Help files. The
Access Help files can answer your questions, offer tips, and provide help for all of Access’s features.

Click the Microsoft Access

Help button on the ribbon.
The Access Help window

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appears.
Select a topic or click in the
Search box.

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A list of help topics appears.
Type a topic and click the
Search icon.
Click the topic that best

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Information regarding the
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selected topic displays.
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 Select a specific topic.

This way, you jump straight to the

topic you really need.

Shortcut: You can also open the Help

dialog box by pressing F1.

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 Close and Exit Access
When you’re finished using a database, you should close it. When you close a database, however, the Access
program doesn’t stop running. To stop using Access completely, you need to exit the program.

Close a Database
Click the File tab.

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Select Close.

The database closes.

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 Exit Access
Click the Close button on the
title bar.

The Access program closes.

If prompted to save changes before

exiting, click Yes.

Clicking the Close button on the title

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bar also closes any open databases.

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