Building an Access Customer Database

Introduction

• Instructor: Richard Ross
• Objective: Learn how to build an Access customer database from scratch
• Key components: Customer table and customer form
• Resources: Downloadable database file available on instructor's website
• Applicable for Access versions: 2007 and up (2010, 2013, 2016, 2019)

Setting Up a New Database

• Step 1: Open Microsoft Access
• Step 2: Select 'Blank Database'
• Step 3: Name the database (e.g., "customer.accdb")
• Step 4: Save location defaults to Documents folder
• Step 5: Click 'Create'

Customizing Database Settings

• View Options: Change from tabbed view to 'Overlapping Windows'
  • Navigate to File > Options > Current Database
  • Use 'Overlapping Windows' for a classic interface
• Security Warning: Enable content for trusted databases

Understanding Database Objects

• Tables: Store information
• Forms: Interface for data entry and management
• Reports: For printing data
• Queries: For data retrieval and manipulation

Creating a Customer Table

• Auto Number Field: For unique Customer ID
• Fields:
  • First Name (Short Text)
  • Last Name (Short Text)
  • Address (Short Text)
  • City, State, Zip (Short Text)
  • Phone Number (Short Text)
  • Notes (Long Text)
  • Family Size (Number)
  • Customer Since (Date/Time)
  • Credit Limit (Currency)
  • Is Active (Yes/No)
• Primary Key: Set Customer ID as primary key
• Naming Conventions: Tables end with 'T', Queries with 'Q', Forms with 'F', Reports with 'R'

Building a Customer Form

• Form Creation:
  • Use 'Form Design' for a blank form
  • Set 'Record Source' to Customer Table
• Adding Fields: Use 'Add Existing Fields' for quick layout
  • Drag and drop fields from field list to the form
• Form Layout:
  • Organize fields for data input
  • Include labels and checkboxes
  • Adjust layout using grid for alignment
• Formatting:
  • Background color for visual appeal
  • Disable editing of the Customer ID field by greying it out

Saving and Testing the Form

• Form Saving: Name the form appropriately (e.g., Customer F)
• Data Entry: Enter and modify data via form view
  • Navigate records using form navigation buttons

Conclusion

• Essence of Access Database: Tables store data, forms provide a user-friendly interface
• Further Learning: Access templates and tutorials available on instructor's website
  • Free 3-hour Introduction available
  • Advanced lessons for a small fee
• Engagement: Contact instructor via email or social media for questions

Additional Resources: Various templates and advanced tutorials available on instructor’s website. Free beginner lessons also accessible on YouTube. For more advanced learning, a paid level two lesson is available.