NYNP-2025

Introduction to
Microsoft Access 2016
A database is a collection of information that is related. Access allows you to manage your information in
one database file. Within Access there are four major objects: Tables, Queries, Forms and Reports.

• Tables store your data in your database

• Queries ask questions about information stored in your tables
• Forms allow you to view data stored in your tables
• Reports allow you to print data based on queries/tables that you have created

Creating a Database:

Understanding Views:
There are multiple ways to view a database object. The two views for tables are Design View and
Datasheet View.

• Design View is used to set the data types, insert or delete fields, and set the Primary Key
• Datasheet View is used to enter and view the data for the records

OA-L6-DL 1
NYNP-2025

Creating a Table:
A table is a collection of data about a specific topic, such as employee information, products or customers.
The first step in creating a table is entering the fields and data types. This can be done in either Datasheet
View or Design View but it is recommended to set up the table in Design View.

Understanding Fields and Their Data Types:

Field - an element of a table that contains a specific item of information, such as a last name.
Field’s Data Type - determines what kind of data the field can store.

Format Use to display

Short Text Alphanumeric data (names, titles, etc.) - up to 255 characters

Long Text Large amounts of alphanumeric data: sentences and paragraphs – 64,000 characters

Number Numeric data

Date/Time Dates and times

Currency Monetary values

AutoNumber Unique value generated by Access for each new record

Yes/No Yes and No values and fields that contain only one of two values

OLE Object Pictures, graphs, or other ActiveX objects from another Windows-based application

Hyperlink A link address to a document or file on the Internet

Attachment You can attach files such as pictures, documents, spreadsheets, or charts; each
Attachment field can contain an unlimited number of attachments per record, up to the
storage limit of the size of a database file.
Calculated You can create an expression that uses data from one or more fields. You can
designate different result data types from the expression.
Lookup Wizard Displays either a list of values that is retrieved from a table or query, or a set of values
that you specified when you created the field. The Lookup Wizard starts and you can
create a Lookup field. The data type of a Lookup field is either text or number,
depending on the choices that you make in the wizard.

OA-L6-DL 2
NYNP-2025

The Primary Key is the unique identifier for each record in a table. Access will not allow duplicate entries in
a primary key field. When creating a new table, Access automatically creates a field “ID” with the
autonumber data type, and assigns this as the Primary Key.

An input mask is used to pre-format a field to “look/act” a certain way when a user inputs data. Examples:
phone numbers automatically inserts +254.

OA-L6-DL 3
NYNP-2025

Queries:
You use queries to view, change, and analyze data in different ways. You can also use them as a source of
records for forms and reports. Queries are an approach for searching and compiling data from one or more
tables.

The most common type of query is the Select Records query.

Form:
A form is a database object that is used to enter or display data in a database.

Different Views
:
Form View – this view allows you to view, create and edit records
Layout View - this view is similar to Design View but is more visually-oriented in that each control displays
real data. As a result, this is a very useful view for setting the size of controls, or performing many other
tasks that affect the visual appearance and usability of the form.
Design View - this view gives you a more detailed view of the structure of the form. You can see the
header, detail, and footer sections for the form. You cannot see the underlying data while you are
making design changes.

OA-L6-DL 4
NYNP-2025

Reports:
Reports can be based on tables or queries. The display results or a summary of outcomes.

Different Views
:
Print Preview – allows you see what the report would look like on a printed piece of paper
Report View – allows you to see the data without having to display it in Print Preview
Layout View – allows you make design changes while browsing your data Design
View - gives you a more detailed view of the structure of your report

Relationships:

A relationship is a connection between two tables that defines how the data
in those tables is related. Referential integrity is a database concept that
ensures the relationships between tables remain consistent.

Other Areas

Advantages and Limitations of MS Access.

Advantages

o Access offers to build a fully functional database within a lesser time duration.
o It uses a very extensive programming language which makes it simple to introduce data from
multiple sources into Access.
o Users can quickly customize MS Access according to personal and company needs.
o Microsoft Access online is compatible with development languages that run on Windows
OS.
o MS-Access allows users with the facility to link data in its present location and use it for
querying, observing, renewing, and reporting.
o With the help of Macros, users can create and connect tables, forms, queries, and reports.

OA-L6-DL 5
NYNP-2025

Limitations

o Too many people cannot use the identical database at a particular time.
o Microsoft Access database is beneficial for small-to-medium companies, but it is not that
useful for large-sized companies.
o When a lot of information from the user’s database is saved into one file, then this can slow
down reports, queries, and forms.
o The same database was difficult to practice with the distinct OS.
o Efficiently working in Microsoft Access; demands a lot more knowledge and training
compared with other Microsoft programs.

OA-L6-DL 6