6 Pillars to Building an MS Access Database

6 Pillars to Building an MS Access Database


“The difference between “try” and “triumph” is just a little “umph.”” https://www.helpscout.net/customer-service-quotes/inspirational/ via @helpscout
-Bonnie Przybylski, Projects Management W.R.Grace

It my take some leg-work to creating a database but once done, you can have something you are proud of. It will provide information at your finger tips and make your life so much easier.

Building a database is not as hard or overwhelming as you may think.

Below I have broken down the steps into 6 sections to show you the basic structure to building a great database that you and anyone you want to share it with can use.


Pillar #1: Tables

Tables are designed to consist of common data. The data is grouped into Categories. It helps to make MS Access function better by segregating data into categories. If you only create one table for all your data then MS Access will be restricted and won’t function at its optimal capabilities. First you make a list of all the data you want to collect in your database, then you breakdown your list into common data groups. Learn more here…


Pillar# 2: Relationships and Referential Integrity

In order to have the Database function the way it is supposed to, you will have to create relationships between the tables. They need to talk to one another. If there is no relationship then there is no pulling information to and from each table. The tables will stand alone and your database will not be relational and won’t function properly.
In order to create a relationship, you will have to use your Primary Keys. They are the gateways into each table. Learn more here…


What is Referential Integrity?
It is a set of rules to help maintain accuracy between the tables in a relationship. It prohibits a User from changing or deleting data that invalidates links between the parent table and the child table. Referential Integrity checks the primary and foreign key fields each time one of them is added, deleted, or changed. It will notify the User if their addition, deletion, or change caused a violation to the referential integrity enforced rule, therefore, stopping the User from making a mistake. Referential Integrity guarantees that no Child Table will be without a Parent. You can’t delete a Parent Record if there are Child Records linked to them. Learn more here…


Pillar# 3: Forms

Forms are where the User can easily enter their information in, in order for Access to compile it and present results.The Forms are fairly flexible. You can add many fields from your Primary Table and Child Table as you would like. Designing the table is made more appealing to the eye by changing the font colour, font style & size, and background color. Pictures can be added, sub-forms, datasheets, graphs, hyperlinks and macro buttons too. You can change the size of the form to full width of your screen or make it much smaller, and you can align it to print perfectly on a specific size of paper. Forms provide a more flexible format for entering your data, displaying it the way you want your fields arranged. Forms view one record at a time. Learn more here…


Pillar# 4: Queries

A query is something the User is inquiring about. The user will need specific information that has compiled in the database and will need a query to be created to filter the data and give the specific answers to the User’s question.
You can run a query with one table or multiple tables.
The results will be displayed in a datasheet format. Learn more here…


Pillar# 5: Reports

Reports combine the information you entered and summarizes the data in an attractive view format. They summarize data, provide historical details and specific individual details, and they can be used to create labels. Learn more here…


Pillar# 6: Macros

Macros are a tool that automates multiple tasks into one ACTION.
When in fact if you were to perform certain tasks, you’d have to click on a number of functions in order to create the result you need. Hence, macros speed your performance up and help you perform tasks with a simple push of a button. Learn more here…


Do you want to learn how to create your very own MS Access Database? If so, you can take this Beginners Course. Learn more here…


Written by Deborah @ (DCS) DatabaseCreationSite.com where Creative People Make Awesome Databases for Personal Use, Businesses, and for Writers.


photo credit: Ron of the Desert The Hartford TImes via photopin (license)

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