Microsoft Access Guide

Introduction

• Presenter: Kevin
• Background: Kevin's wife was on the Microsoft Access team
• Purpose: Demonstrate how to use Microsoft Access

What is Microsoft Access?

• Relational database program
• Uses: Tracking customers, orders, assets, etc.

Why Use Access Over Excel?

• Inefficiencies in Excel:
  • Redundant data entry (e.g., duplicating customer info)
  • Limited to 1,000,000 rows
  • Complex data analysis
• Advantages of Databases:
  • Use of tables to manage different data types
  • Efficient data relationships
  • Advanced queries for data analysis

When to Use Microsoft Access

• Suitable for individuals and small businesses
• Larger companies might need scalable solutions, e.g., Oracle, MySQL, Microsoft SQL Server, MongoDB

Building a Basic Database

Step-by-Step Instructions:

1. Creating a New Database:

• Start Page / Home View: Choose blank database or use templates
• File Name: Example: "cookie orders"

2. Creating Tables:

• Customers Table:
  • Fields: Customer ID (Primary key), First name, Last name, Email, Phone, Address details, Notes
  • Types: Short Text, Long Text
• Orders Table:
  • Fields: Order ID (Primary key), Customer ID (Foreign key), Order Date, Cookies Ordered, Revenue, Order Filled, Revenue per Cookie (calculated field)
  • Calculation Example: (revenue / cookies ordered)

3. Relationships:

• Use Database Tools > Relationships
• Drag and connect Customer ID from Customers to Orders

4. Entering Data:

• Fill in sample data for tables
• Use Primary Keys to avoid data duplication

5. Importing Data:

• Use External Data options to import from files/databases

Creating Forms

• Easier data entry for others
• Use Create > Form
• Design customization: Themes, Colors, Controls
• Form View for data entry, Design View for form layout

Creating Queries

• Use Create > Query Design
• Example Query: Show orders not yet filled
  • Select from related tables
  • Define criteria, e.g., order filled = no
• View Results: Datasheet View
• SQL View for advanced users

Creating Reports

• Use Create > Report
• Generate reports based on queries
• Design and preview options
• Save reports for easy access later

Saving the Database

• Use File > Save As > Access Database

Conclusion

• Outcome: Users should understand fundamentals of Access
• Next Steps: Customize and explore advanced features
• Feedback: Encourage viewers to ask for more content

Kevin Cookie Company Example: Used for demonstration throughout

Note: Check description for database download links to follow along.