Any user of Windows-based computer systems knows that Microsoft's standard Office suite of any version includes a unique Access editor. What kind of program this is, how to work with it, now it will be examined. Naturally, only the basics will be given here, since a description of absolutely all the features of the application will take more than one page.
What is Access?
What is this program? Access is a fully functional system for working with databases of any type based on a relational model with the ability to dynamically exchange data with other applications or online publications. It provides for the use of automation tools for processing information of any type, which is presented in a structured form.
In addition, Access is also a package that provides support for ActiveX elements, which significantly expands the program in terms of the fact that it can use not only table or text components, but also multimedia and objects on the Internet. The relationships between databases (DBs) installed in the application allow precise tracking of changes in any of them with automatic adjustment of parameters in others.
The main directions in using the application
It is not surprising that Microsoft Access in most cases is used to completely automate the processes of analyzing some processes in accounting, business, etc. Thanks to its universal structure, the program can eliminate the appearance of so-called data redundancy when you need to change any one parameter not by entering a new one, and by correcting the old one, so that its change is displayed in all related databases.
For example, an enterprise uses Access to keep track of suppliers, customers, and the events in which they are involved. At one supplier bank details are changed. It is enough to change them in the database , as the automatic adjustment will affect all other databases. Data will be replaced, not new, along with existing ones. And this change will affect the same related activities. That is, in a sense, the user receives full automation.
The same applies, for example, to inventory accounting. When a certain group of goods is sold through the appropriate division of the enterprise, goods are automatically written off in the database of goods available in the warehouse. But these are the simplest examples. In fact, the application has much more features.
Microsoft Access Structure
As for the convenience of work, it is achieved due to the presence of the basic elements that play a crucial role in the analysis and processing of database data. Among the main elements are the following:
- table - an element that stores basic information in a specific format (numerical, text, graphic, etc.);
- request - a means of accessing related elements, other databases or third-party programs;
- form - presentation of information or data in a user-friendly form;
- report - output of processed results;
- macro - an executable element that allows you to perform certain actions when an event occurs, create a request, generate a report;
- module - Visual Basic language tools that significantly expand the program’s capabilities by creating procedures and using numerous functions.
Communication with other programs and external databases
As already understood, Access is a program that allows you to not only use your own data entered by the user, but also connect them together. The application features are such that information can be imported from other applications (FoxPro, Paradox, Excel, Word, etc.). To simplify the procedures, data can not be imported, but connected, not only with the specified programs, but also with sources in a network environment or on the Internet.
The binding process itself is based on queries, such as how SQL databases work (Access also supports them).
Creating a database based on templates
In Access, a table is a key element. In appearance, this component is very similar to Excel spreadsheets, however, Access features are much wider, and the principles of working with such elements have their own distinctive features.
Nevertheless, creating your own database at program startup is quite simple. After the welcome window appears, the user is given a choice of templates, based on which the future database structure will be created in the form of a table. This is the so-called Backstage view. Here you can find built-in blanks that are useful for specific tasks, or turn to a search on the official Microsoft resource if none of them in the list meets the user's needs (although this is unlikely).
After selecting a template, you need to save it as a file, indicating the location and name, after which the application will automatically generate the desired table structure.
Database from scratch
If nothing came up for the user and he wants to make the database on his own, when creating a new file in the corresponding menu, you need to select an empty database. Here it is worth considering some limitations. For example, desktop databases do not support online publishing, and web databases are not consistent with some of the features of the previous ones.
Having created the initial table, you can proceed to the data entry. Please note that data can only be entered in adjacent columns and rows. Also, do not add empty cells between them according to the way it is done in Excel. In addition, the most important condition is that each column should contain data of only one type, that is, if the format initially involves the use of date and time, information with calculations based on the exponent entered in the column will not be recognized. So, if possible, you need to plan the table in this perspective. To simplify the work, you can use a special designer mode.
The nuances of importing and linking data to other sources
As for the import of data, here the possibilities of the program are practically unlimited. The main condition is only that the imported data should be divided by the type of table (like tables in Excel or Word). If import is made, for example, in a text version from Notepad, you can create a similar structure using the tabulator (Tab key).
You can use SharePoint lists, as well as link data to simplify your work. To do this, use a special command on the external data tab located in the import and linking group. Ready-made solutions are offered here (Excel, Word, etc.). When choosing, it remains only to indicate the location of the desired file, the save location in the current database and confirm the selection.
Conclusion
This is the Access application. The program is very popular among a wide range of users, since its developers have tried to combine the capabilities of other software products of this type in it. And this is exactly what made this application very flexible in setting up and automated application of most functions. It remains to add that Access is a very powerful data processing tool, although only the most basic information about the application was considered here.