Accessory program Description of the Microsoft Access database. What is Microsoft Access

Microsoft Access is a relational database management system used to create full-fledged deployed client-server applications using the “DB-client” connection. A simple and logical graphical shell allows you to generate primary and secondary keys, indexes, relationships between database objects, as well as normalize the relationships between discrete tables that make up the database structure to the required normal form. Access provides technological tools for exchanging data between other OLEDB and ODBC sources, including Excel tables; text files stored in CSV format; XML objects, as well as SharePoint stores, PDF or XPS containers, and Outlook folders.

Extended functionality of the Access DBMS

Along with other deployed solutions for interacting with database objects, Access provides the developer with the following set of technical capabilities and options:

• an abundance of formats for presenting and storing data in tables. Among the main categories available are text, numeric, currency, logical types, hyperlinks, date and time, logical structure, as well as a number of other auxiliary specifications
• quick switching between table mode and designer mode, allowing you to create the structure of the table and specify the formats of its individual cells
• creating data macros to automate the most common operations and sequences of actions applicable when creating database content. All macros can be generated either based on mouse clicks in the built-in macro editor, or contain elements using the Visual Basic language. As in other Microsoft Office applications, Access macros can be called by pressing a hotkey combination specified in the settings
• compression of the database and subsequent restoration of its contents from a backup copy. The database archive can be stored on a secure remote server, in the cloud or on a local disk drive
• integrated report designer for displaying data from the database on paper printed forms and forms. All reports can be configured and drilled down to provide an accurate selection of information from the database. Also in the Access interface, it is possible to generate a report structure divided into sections and blocks, either manually or using a special wizard. Moreover, sorting and filtering of the displayed information is presented both at the stage of generating the report and later, when the final type of the report has already been thought out and finalized
• a nested information assistant that provides detailed information about a searched option, main menu category, module, or Access icon. The info assistant is closely integrated into the application shell, and in the latest revisions the DBMS uses developments in the field of artificial intelligence and the Cortana voice assistant.

On our resource you can download the complete Russified edition of Access for any generation of Windows. Each version of the utility available for download comes with system requirements that match the computer model you are using. If your device is old, it is worth going with an earlier release of the product.

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Introduction 3

1. Description of the Microsoft Access 4 database

2. Working with tables 10

3. Analyzing the contents of tables to create relationships 13

4. Creating and printing reports 14

5. Selecting and sorting records using queries 17

6. Macros 20

Conclusion 22

List of sources used 23

Introduction

ACCESS is included in the most widely used Microsoft office suite. This program is universal in its kind. At the same time, the program is easy to use and accessible to the average user. And the interface is responsible for all this. In the process of improving this program, unique features were introduced. Data can be presented in the form of tables or charts. And if we take into account that this program can be used by any user (from a beginner to a professional developer), then without a doubt we can say that ACCESS from Microsoft Corporation is the best tool for solving problems of any complexity.

The Microsoft Access database management system is one of the most popular applications in the family of desktop DBMSs. All versions of Access have in their arsenal tools that greatly simplify data entry and processing, data search and provision of information in the form of tables, graphs and reports. Beginning with Access 2000, there were also data access Web pages that the user could view using Internet Explorer. In addition, Access allows you to use spreadsheets and tables from other desktop and server databases to store the information your application needs. By joining external tables, the Access user will work with the databases in those tables as if they were Access tables. At the same time, other users can continue to work with this data in the environment in which it was created.

1. Description of the Microsoft Access database

An Access database is a file that has the extension mdb. This file can contain not only all the tables, but also other Access application objects - queries, forms, reports, data access pages, macros and modules.

One of the main goals of creating and using databases is to provide users with the information they need based on existing data. In Access, forms and reports are designed for this purpose.

When you start Access, the main Microsoft Access window appears.

To open an existing database, you can use one of three methods. Select the required file from the File menu from the list of previously opened files.

If there is no such list in the File menu, you need to use the Tools, Options command to open the Options dialog box, open the General tab and check the Remember the list of files (Recently used file list) checkbox. Select a file from the list in the task area, which is located on the right side of the application window. Select the Open command from the File menu, and then select the desired file in the Open Database File dialog box.

In the latter case, the dialog box usually displays the contents of the My Documents or Personal folder by default (depending on the operating system installed on the computer). Having found the required database in the list, you need to select the file and click the Open button or double-click on the list item. The selected database window will appear in the main Microsoft Access window.

In the new version of Access, you can open database files created in Access 2000 and work with them in the same way as before.

Files can be selected in addition to the list that appears in the Open database file dialog box when you open it. You can select the desired folder either from the Look in drop-down list, or use the shortcuts located on the so-called address bar on the left. When you select the History shortcut, a list of shortcuts to the most recently opened files and folders appears. When you select the Desktop shortcut, a list appears in the dialog box containing shortcuts to folders and files currently located on the Windows desktop. The file type is selected from the File of type drop-down list at the bottom of the window. In the Favorites folder, you can view shortcuts to those folders and files that are used most often. Many programs allow you to add shortcuts to the Favorites folder, including this can be done directly in the Open database file window. To do this, select the desired file in the list, click on the Tools button on the toolbar at the top of the window and select the Add to Favorites command from the list.

You can open a database file located on a network drive. In order to map a network drive, you must execute the Map Network Drive command from the list of commands on the Tools button.

If it is impossible to find the desired database file, you can find it by specifying search criteria in a special dialog box that appears if you click on the Tools button and select the Search command from the list.

A special window in Access is the database window, which allows you to access all database objects and select the mode of working with the object. On the left side of the window there is an object panel that contains shortcuts for each of the Access objects: Tables, Queries, Forms, Reports, Pages, Macros, Modules ).

By clicking on the shortcut with the mouse, in the right part of the window you will open a list of corresponding objects. The list of objects can be presented in four different ways (common for Windows operating system folders): - in the form of small icons;

In the form of large icons;

In the form of a list;

In the form of a table.

Switching between these display modes is done using the four right buttons on the toolbar located along the top edge of the window.

When objects are represented as icons, these icons can be dragged with the mouse and positioned within the database window in any desired manner. If you want to arrange the icons so that they are next to each other, you need to right-click on any free area of ​​the database window. From the context menu, select the Line Up Icons command.

Presenting a list of objects in the form of a list does not allow icons to be arranged arbitrarily in the database window, but they can be “dragged” outside the database window (this is one of the ways to activate an object, for example, to open a table). The table view allows you to view for each object not only its name, but also its description (Description column), the date and time of the last change (Modified column), and the date and time of creation (Created column). ), as well as the object type. When using any type of object representation in the database window, you can organize them by name, type, creation date, and modification date. To do this, right-click on any free area of ​​the database window. From the context menu, select the Arrange Icons command. From the drop-down menu, select the ordering method: By Name, By Type, By Created, By Modified.

In order for the objects in the database window to be sorted automatically, you must

Right-click on any free area of ​​the database window. From the context menu, select the Arrange Icons command. Select the Auto Arrange command from the drop-down menu. A check mark will appear in front of the command indicating that automatic ordering is enabled.

To cancel automatic arrangement, you must select Auto Arrange again from the Arrange Icons menu. The command label is removed and auto-arrange mode is turned off.

Each database object can be worked in two modes. Let's call the first mode execution mode (conventionally, since it differs somewhat for different types of objects):

for tables, queries, forms and data access pages, this mode means opening the corresponding object and is called, respectively, the Tables mode (for tables and queries), Forms mode, Pages mode;

for a report, this is the preview mode;

for a macro, this is really the execution mode;

This mode is disabled for the module.

The second mode is the Designer mode. This mode applies to all types of objects and is intended for creating and modifying objects.

You can select the desired mode using the buttons located on the left side of the toolbar of the database window, using the View menu commands, or using the buttons on the Access toolbar.

There are three main buttons on the Database window toolbar on the left: the first button has a changing name, depending on which object is selected. When a table, query, form, page, or Favorites group is selected, the button changes to Open. If a report is selected - Preview, if a macro or module - Run. The icon next to the name changes accordingly. The name of this button in each option clearly reflects its purpose. The second button, Design, is constant for all objects and is intended for editing a previously created object. The third button, New, has a constant name, but the icons on it change in accordance with the type of object.

To create new objects, you can also use special shortcuts included in the list of objects of each type.

You can use standard copy/paste programs to copy or move an object. For example, to copy a table to the Clipboard, you need to do one of two actions: select the required table in the list and click the Copy button on the standard Database toolbar. This panel is displayed on the screen when the database window is active.

To view the properties of an object, you must do one of the following operations: right-click on the object name and select the Properties command from the context menu; Select an object from the list in the database window and select the View, Properties command from the Access main menu.

It reflects the following information:

Type (Type) - object type (in this case, Table);

Description - user-defined description of the table;

Created - the date the table was created;

Modified - date of the last modification of the table;

Owner - owner (creator) of the table;

Attributes: Hidden - allows you to hide the table from the database window, Replicated - allows you to control the replication of an object (see section "Database replication" Chapter 15).

The user can only change the table description and the values ​​of its attributes in the properties window.

You can also place folders in the objects panel that contain shortcuts to various database objects. In this way, you can combine different types of objects into groups. By default, this part of the object panel contains one folder - Favorites. By clicking on a folder, you can see a list of objects included in this group.

To add a new folder to the object panel, you need to: right-click on the object panel and select the New Group command from the context menu. In the New Group dialog box, enter the name of the folder to be created and click OK.

The easiest way to add an object shortcut to a group is as follows. You need to expand the list of objects of this type, find the desired object in it and drag it with the mouse to the appropriate folder in the objects panel. Another way to add an object to a group is to open a list of objects of the desired type in the database window. Right-click on the desired object and select Add to Group from the context menu. Select the desired folder from the drop-down menu or create a new folder using the New Group command.

Just like individual database objects, groups can be deleted and renamed. Shortcuts in a group can also be deleted, renamed, or copied. This is done using the appropriate commands in the context menu, which appears if you right-click on the object that you want to delete, rename or copy.

When working with any data processing application, the pressing question is always how to use the data that has already been accumulated previously by other software and, therefore, has a different format. Access 2002 allows you to solve this problem in a standard way - by importing an existing database table, spreadsheet worksheet, or text file created by MS-DOS or Windows applications into Access's internal database (MDB) format. Naturally, Access 2002 can also export data from MDB format database tables into any format from which data can be imported. However, Access is unique in this sense because it has another way of using data that is stored in other formats. The system allows you to attach tables from databases of other formats to an Access database and work with them in their original format. After creating a database connection with an external table, you can view the attached table, change its contents, that is, work with it as with an internal table of the Access database. However, other users can use the table file in their applications.

In addition to database files, Access can work directly with spreadsheet files, text files, HTML documents, address books, or import data from these files and XML documents.

Types of files from which data can be imported into an Access database or that can be linked to an Access database. You can see them if you select External Data, Import from the File menu, and then click on the Files of type field extension in the Import dialog box. Formats into which you can export data from an Access database. They can be seen if you select Export from the File menu and then click on the Files of type field extension.

2. Working with tables

Tables are the main object of Access. A list of tables that make up the application's database appears in the database window when you first open the application. In addition, Access creates system tables that store information about all application objects, and these tables can also be displayed in the database window if necessary.

The new version of Microsoft Access has four modes for working with tables: Datasheet View, Design View, PivotTable View, and PivotChart View.

In the Table mode, you work with the data in the table: viewing, editing, adding, sorting, etc. In the Design mode, the structure of the table is created or modified, i.e. the names of the table fields and their types are specified, the fields are described, their properties. The PivotTable and PivotChart modes make it easy to analyze data by dynamically changing the way it is presented. There is also an additional mode - Preview mode, which allows you to see the location of the data on the sheet before printing the table. To quickly switch from one mode to another, use the View button on the Table Datasheet, Table Design, PivotTable, and PivotChart toolbars. To switch from mode to mode, just press this button.

There are several ways to open a table in Tables mode:

· double-click on the table name in the list of tables in the database window;

· select the table in the list of tables in the database window and click the Open button at the top of the database window;

· Right-click on the table name and select Open from the context menu.

At the top of the table are the names of the fields (cells located in the same table column), followed by the records (table rows) into which data is entered. One record is always the current one, and next to it there is an indicator of the current record (an arrow in the selection field on the left side of the window). At the bottom of the window there are navigation buttons that allow you to move the current record pointer around the table (to the first record, to the previous record, to the next record, to the last record). There is also a field for the number of the current record, a button for creating a new record, and an indicator of the total number of records in the table. The last row of the table, marked in the selection field with an asterisk, can also be used to create a new record.

The horizontal scroll bar for table fields allows you to see those table fields that do not fit into the table window. Similarly, the vertical scroll bar of table entries allows you to see entries outside the window.

Rice. 1.1. Create a table in design view

Fig.1.2. Table Phones

3. Analyze the contents of tables to create relationships

The analyzer identifies duplicate data and helps you copy it into a new related table. Not every table will need to be modified, but it never hurts to conduct an analysis once again. In addition, users who are not yet confident in their knowledge and abilities can trust the analyzer to create ordered tables. In order to analyze the table, you should perform the following steps.

1. Select the Tools>Analysis>Table command.

2. The first window of the wizard provides options for describing problems associated with possible data duplication. Review the examples provided there and click Next.

3. The next window shows examples of table division by the analyzer. Review any example and click Next.

4. Select the table to analyze and click the Next button.

5. Of course, I would like the master to do the lion’s share of the work himself. Therefore, let him select the fields that will be transferred to the new table by activating the switch Yes, the separation of fields is performed by the wizard. Click the Next button.

6. In the next window, the table division scheme proposed by the wizard is displayed. At the moment the tables are not related to each other.

7. You could complete the task, but it makes sense to continue getting acquainted with the analyzer. The database has a normal structure - the only thing missing is the connection between the two tables.

8. You need to open the Tables window and click on the Rename table button in it. Enter a name and click on the OK button.

9. Rename the Table window, and then click the Next button.

10. Now it is possible to set the primary key again. The wizard will prompt you to add an automatically assigned unique record code field to the table and use it as the primary key. However, the table does not have a primary key, so you will have to do it yourself. Select the Name field from the list and click the Key Field button. A key icon will appear next to the field. Click the Next button.

11. In the last window, the wizard prompts you to create a request. You must select the No radio button, you do not need to create a request. You can also clear the Show help for working with a new table or query check box, otherwise you will have to close another window. Click on the Finish button.

Rice. 1.3. Forms (main and sub)

4. Create and print reports

One of the main goals of creating and using databases is to provide users with the information they need based on existing data. Access 2002 provides forms and reports for this purpose. Reports allow you to select the information the user requires from a database and arrange it in the form of documents that can be viewed and printed. The data source for the report can be a table or a query. In addition to data obtained from tables, the report can display values ​​calculated from the source data, such as totals.

Access reports and forms have a lot in common. However, unlike forms, reports are not intended for entering and editing data in tables. They only allow you to view and print data. It is not possible to change the source data in a report using controls, as you can with forms. Although reports can use the same controls to indicate the state of radio buttons, check boxes, and list boxes.

A report, like a form, can be created using a wizard. Report sections are similar to form sections and include a report title and note, a data area, and a header and footer. Fields with total values ​​are often placed in report notes. Controls can be added to a report using the Toolbox, which is identical to the one used in Form Builder mode. Formatting and grouping controls on a report is similar to formatting and grouping controls on a form. Forms can contain subforms, and reports can contain subreports.

Access offers several ways to create reports. The simplest of them is to use automatic report generation tools. A report that is automatically generated based on a table or query is called an auto report. Access allows you to automatically create reports in two formats: column and ribbon.

To create an auto report:

· On the object panel of the Database window, click the Reports shortcut and click the New button. The New Report dialog box appears.

· In the list of the New Report dialog box, select one of the elements: AutoReport: Columnar or AutoReport: Tabular.

· The combo box at the bottom of the New Report dialog box contains the names of all the database tables and queries that can be used as a data source for the report. Left-click on the arrow button to open the list, and then highlight the desired item in the list.

· Click OK.

As a result, Access will automatically create a report based on the selected data source, using a ribbon or column format. The tape format arranges the fields of the output records in a line. The column format arranges the fields of the output records into a column. An AutoReport created using either of these two formats will include all fields and records present in the selected data source.

In order for the created report to be used in the future, it must be saved. To do this, select the File, Save command or click the Save button on the toolbar. Then, in the text field of the Save As dialog box that appears, enter a name for the new report (for example: My Report) and click OK.

There is another option for saving the report: using the menu command File, Save As. This command displays the Save As dialog box. Enter a name for the report and, before clicking OK, make sure that Report is selected from the As drop-down list in this window. The selected element determines how the new report will be saved, more precisely, as an Access database object. The fact is that in the new version of Access 2002 it became possible to save a report as another database object - a data access page. Another element of the How drop-down list allows you to do this - the Data Access Page element.

Rice. 1.4. Example of report construction

5. Selecting and sorting records using queries

One of the seven standard Microsoft Access objects is a query. Queries are used to view, analyze, and modify data in one or more tables. For example, you can use a query to display data from one or more tables and sort them in a certain order, perform calculations on a group of records, or select from a table based on certain conditions. Queries can serve as a source of data for Microsoft Access forms and reports. The query itself does not contain data, but allows you to select data from tables and perform a number of operations on it. There are several types of queries in Microsoft Access: server queries, which are used to retrieve data from the server; auto-substitution queries that automatically fill in fields for a new record; select queries that retrieve data from tables; change requests, which make it possible to modify data in tables (including deleting, updating and adding records); create table queries that create a new table based on data from one or more existing tables, as well as other types of queries.

A select query contains data selection conditions and returns a selection that matches the specified conditions without changing the returned data. In Microsoft Access, there is also the concept of a filter, which in turn is a set of conditions that allow you to select a subset of records or sort them. The similarity between select queries and filters is that they both retrieve a subset of records from the underlying table or query. However, there are differences between them that need to be understood in order to make the right choice in which case to use a query and in which to use a filter.

The easiest way to create a query is to use the Query Wizard. To create a simple query using the Query Wizard:

· In the database window, in the object panel, select the Queries shortcut.

· In the list of queries, double-click with the left mouse button on the Create query by using wizard shortcut or click on the New button in the database window and in the New Query dialog box that appears, select Simple Query ( Simple Query Wizard) and click OK.

· In the Create Simple Query Wizard window that appears, in the Tables/Queries combo box, select the table or query that will serve as the data source for the query being created.

· Using the right and left arrows, move from the Available Fields list to the Selected Fields list those fields that are required in the query being constructed. In this case, the order of the fields in the request will correspond to the order of the fields in the Selected Fields list. If you want to include all fields in your query, you can use the button with two right arrows.

· The next dialog box will be the last one. In it you need to enter the name of the query you are creating in the field Specify the name of the query (What title do you want to your query?) and select further actions: Open the query to view information or Modify the query design ).

· If necessary, you can select the Show help for working with the request? checkbox. (Display Help on working with the query) to display help information on working with queries.

· Click on the Finish button.

At the end of the Simple Query Wizard, depending on the choice of how to further work with the query, either a query window in viewing mode or a Query Builder window will open, in which you can modify the query.

Fig.1.5. Building a Query

6 . Macros

With their help, macros can significantly expand the functionality of the application you create and customize it to the needs of specific users.

Using macros, you can perform almost all actions on Access objects that were described in previous chapters.

A macro in Access is a structure consisting of one or more macro commands that are executed either sequentially or in an order specified by certain conditions. The set of macro commands in Access is very wide; with the help of macros you can implement much of what procedures in VBA can do. Each macro has a specific name and possibly one or more arguments that are specified by the user. For example, when using the OpenForm macro command, you must specify as arguments at least the name of the form to open and the mode for displaying it on the screen.

The use of macros is justified by the fact that they are easy to create and do not require learning the syntax of a programming language. To create a macro, you only need to know the basic techniques of working in Microsoft Access and Windows, such as dragging objects from the Database window into a special window - Macro Design, selecting an action from a list and entering expressions as arguments to the macro. Therefore, if you really don’t want to learn the syntax of the VBA language or it seems too difficult, feel free to use macros and you will get a fairly functional application.

The main purpose of macros is to create a convenient application interface: so that forms and reports open when you click buttons in the form or on the toolbar, or by simply selecting a menu command; so that when opening the application, the user sees on the screen not a Database window filled with many tables, queries, forms and reports, but some clear form with which one can immediately perform the desired actions, etc.

Rice. 1.6. Setting startup options

Conclusion

At its core, Access is just a tool. Its use, of course, makes our work, and therefore our life, a little easier. Therefore, we must remember that the database must serve to perform clearly defined tasks - only under this condition will it help improve work efficiency, regardless of what type of activity we are talking about.

However, the database's capabilities are not limited to storing information. A professionally developed database allows you to maintain the reliability of data and provide effective, fast and convenient access to it. In such a database there will be no room for disorder and confusion.

The basic principle on which relational database systems are based is the creation of relationships between tables. Relationships help you find data from one table through another, and data integrity helps prevent data from being accidentally changed or deleted.

Designing a database structure can be a major challenge that many users try to avoid and end up regretting later. Only some of the most talented and gifted specialists skip this stage, managing to create effective database applications. Even if you don't find the information in this chapter interesting, remember that designing a database structure is a very important task.

List of sources used

Alexander Starshinin Microsoft Office at a glance., St. Petersburg, 2007.

Ed Bott Microsoft XP, BINOM, Moscow, 2006

Today, any user of Windows-based computer systems knows that the standard Microsoft office package includes a unique editor called Access. We will now look at what this program is and how to work with it. This article, of course, will only cover the basic issues of working with the program. A complete description of all the features of this application will take more than one page.

Access: what is it?

What is Microsoft Access? Access is a full-featured program that is designed to work with any type of database. The program is based on a dynamic data exchange model with online publications and other applications. This program provides for the use of tools to automate the processing of any type of information presented in a structured form. Among other things, Access is also a software package that provides support for ActiveX controls. This significantly expands the capabilities of the program in the sense that it can use not only text and tabular components, but also objects from the Internet and multimedia. The connections established in the application between databases (DBs) make it possible to accurately track changes in any of them and automatically adjust parameters in others.

Access: main areas of application use

It is not at all surprising that in most cases Microsoft Access is used to fully automate data analysis processes in business, accounting, and so on. The program, thanks to its universal structure, can eliminate the appearance of so-called data redundancy, when it is necessary to change some parameter not by entering a new one, but by adjusting the old one, and in such a way that this change is reflected in all related databases. An enterprise can use Access to keep records of suppliers, clients and the events in which they are involved. Let's say the supplier's bank details change. Then it will be enough to change them in the database, and the automatic adjustment will affect the remaining databases. In this case, the data will be replaced, rather than new information being entered along with the existing one. This change will only affect related events. In a sense, the user receives complete automation. The same applies to warehouse accounting. Let's assume that a certain group of goods is sold through the corresponding division of the enterprise. Then the product items will be automatically written off in the database of goods available in the warehouse. It is worth noting that these are only the simplest examples. The application actually has more advanced features.

Microsoft Access: structure

If we talk about ease of use, it can be achieved thanks to the presence of basic elements that play an important role in analyzing and processing data. The main elements include the following:

1. A table is an element that stores basic information in a specific format (text, numeric, graphic);
2. A query is a means of accessing related items, other databases, or third-party programs;
3. A form is the presentation of data or information in a user-friendly manner;
4. The report is the output of the processed results;
5. A macro is an executable element that allows, when an event occurs, to perform certain actions, generate a report, create a request;
6. Module – is a Visual Basic language tool that allows you to significantly expand the capabilities of the program based on the use of numerous functions and the creation of procedures;

Microsoft Access: communication with external databases and other programs

As should be clear by now, Microsoft Access allows you not only to use your own data entered by the user, but also to link them together. The program's capabilities are such that information can be imported from various applications, for example, Paradox, FoxPro, Excel, Word, etc. To simplify procedures, data can not be imported, but linked, not only with these programs, but also with sources on the Internet or network environment. The linking process itself is done using queries similar to how SQL databases work. By the way, Access also supports them.

How to create databases based on templates?

In Microsoft Access, the main element is the table. This component is very similar in appearance to Excel tables, but it has more advanced capabilities. And the principle of working with these elements has its own distinctive features. However, creating your own database at startup is quite simple. After the welcome window appears, the user is given a choice of templates, on the basis of which the future database structure in the form of a table will be created. This view is otherwise called Backstage. Here you can also find built-in templates that you will need to perform specific tasks. If none of the presented blanks meets the user’s requirements, which is unlikely, you can search on the official Microsoft resource. Once the template you want is selected, you will need to save it as a file, specifying a name and location. The application will then automatically generate the required table structure.

How to create a database from scratch?

There are a number of limitations to consider in this matter. For example, desktop databases do not support online publishing. Web databases are not consistent with some of the previous features. Once the initial table has been created, you can proceed to entering information. It is worth paying special attention to the fact that data can only be entered into adjacent rows and columns. You also shouldn't add empty cells between them, as is done in Excel. The most important condition is that each column should contain only one type of data. Therefore, if the format is natively designed to use date and time, information entered into the column with exponent-based calculations will not be recognized. If possible, you should plan the table from this perspective. To make things easier, you can use a special design mode.

Features of importing and linking data with other sources

If we talk about importing data, then the Microsoft Access program has almost unlimited possibilities. The main condition is that the imported data must be divided into tabular types, as is done in Word or Excel. If the import is carried out, for example, in the text version of the Notepad program, then you can use the “Tab” key to create such a structure. It is also possible to use Share Point lists and data linking to simplify work. For this purpose, a special command is used on the external data tab, which is located in the linking and import group. Ready-made solutions are also offered here (Word, Excel, etc.). If you select, all you have to do is indicate the location of the required file, the storage location in the current database, and then confirm your choice.

Afterword

This is what an Access application looks like. At the moment, this program is very popular among a wide range of users, since its developers tried to combine the capabilities of other programs of this type. This allowed us to make this application very flexible in automating most of the necessary functions and customization. We can only add that Microsoft Access is a powerful software product for data processing. Access makes it easy to create and manage databases. This software product is suitable for both small projects and large businesses. Access is an excellent assistant for storing various types of information.

Hi all! I am often asked how and where to download Microsoft Access for free. Honestly, I’m tired of explaining the same thing for the hundredth time, so I decided to write a short article about how and where to download Microsoft Access for free. Be sure to read this text to the end, you will find a lot of useful information for yourself, as well as a small bonus.

Method 1: Official Microsoft developer website

To begin with, Microsoft Access is part of the Microsoft Office software package, in which you can also find Microsoft Word, Microsoft Excel, Microsoft PowerPoint, etc. Separately from the entire Office Microsoft Access package, you cannot help but buy and download. If you are interested in a licensed product, then the first thing you should do is go to the official Microsoft website in the “buy Office” section and select the appropriate version. As of mid-October 2017, the available versions in the official Microsoft store are: Office 365 and office 2016.

As you can see, Microsoft Access is included in the Office 365 Home package, which costs 3,399 rubles per year (or 339 rubles per month), and in the Office 365 Personal package, which costs less than 2,699 rubles per year (269 rubles per month). month). You can see the advantages of both versions in the screenshot. Also note that Microsoft Access is not included in Office 2016.
Whether it’s expensive or not, everyone decides for themselves.

Method 2: Microsoft Access Runtime

The second equally popular question: I downloaded Microsoft Access from the official website, but my database does not open. Most likely we are not talking about full-fledged Microsoft Access, but about the Microsoft Access runtime environment. This software can indeed be downloaded for free from the developer’s official website, but as a result you will receive a “truncated” Access, which will allow you to distribute Access applications among users who do not have full-fledged Access installed. In other words, you will only be able to view databases, but you will not be able to edit or create new databases.



Method 3: Search the Internet

If you are not satisfied with the first two options, then you can try to find and download Microsoft Access for free on the Internet through search engines. I warn you right away that this option is not legal, and you assume all risks of downloading unlicensed software. For queries such as “download Microsoft Access” or “Microsoft Access for free,” there are millions of sites on the Internet, which I strongly do not recommend using. There can be either outright “leftist” sites that distribute all kinds of virus software, or simply dummy sites where you will get nothing but wasted nerves.





Method 4: Torrents

The fourth way and where to download Microsoft Access for free is torrent trackers. This is a safer method than downloading from regular sites, but in any case, the torrent tracker must be verified and not arouse suspicion. From practice I will say that you can trust such giants as rutracker and nnm-club. But again, you should understand that downloading Microsoft Access even from trackers is not legal. Although it seems that using torrents should not cause difficulties, many questions still arise about how and where to download Microsoft Access for free on a torrent.
Let's go back to the beginning of the article, let me remind you that the Microsoft Access program is part of the Microsoft Office software package. Many people on the torrent are looking not for Microsoft Office, but for Microsoft Access and, accordingly, find little.





Conclusion

In this article, I told you 4 ways how and where to download Microsoft Access for free. Which option is right for you is, of course, up to you to decide. Thank you for reading the article to the end, so the promised bonus is below. In any case, it is strongly recommended to use only licensed Microsoft Access. But, if you need, download Microsoft Access for free for informational purposes only, that is, a couple of verified links below. Once again, the links are provided for informational purposes, therefore, after becoming familiar with the Microsoft Access program, it is recommended to remove it from your PC and purchase the full version from the official Microsoft store.

Any user of Windows-based computer systems knows that the standard Microsoft office software package of any version includes a unique Access editor. What kind of program it is and how to work with it will now be discussed. Naturally, only the initial basics will be given here, since a description of absolutely all the capabilities of the application will take more than one page.

What is Access?

What is this program? Access is a full-featured system for working with any type based on a relational model with the ability to dynamically exchange data with other applications or Internet publications. It involves the use of tools to automate the processing of information of any type, which is presented in a structured form.

In addition, Access is also a package that provides support for ActiveX controls, which significantly expands the program's capabilities in terms of the fact that it can use not only tabular or text components, but also multimedia and objects on the Internet. The connections between them established in the application allow precise tracking of changes in any of them with automatic adjustment of parameters in others.

Main directions in using the application

It is not surprising that in most cases it is used to completely automate the analysis of some processes in accounting, business, etc. Thanks to its universal structure, the program can eliminate the appearance of so-called data redundancy, when it is necessary to change one parameter without entering a new one , but through correcting the old one, and so that its change is reflected in all related databases.



For example, an enterprise uses Access to keep records of suppliers, clients and the events in which they are involved. One supplier's bank details change. It is enough to change them, and the automatic adjustment will affect all other databases. The data will be replaced, rather than new ones being entered along with the existing ones. And this change will affect the same related activities. That is, in a sense, the user receives complete automation.

The same applies, for example, when a certain group of goods is sold through the corresponding division of the enterprise, product items are automatically written off in the database of goods that are available in the warehouse. But these are the simplest examples. In fact, the application has much broader capabilities.

Microsoft Access structure

As for ease of use, it is achieved thanks to the presence of basic elements that play a vital 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 (numeric, text, graphic, etc.);
• query - 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 allow you to significantly expand the capabilities of the program by creating procedures and using numerous functions.

Communication with other programs and external databases

As is already clear, Access is a program that allows you not only to use your own data entered by the user, but also to connect them with each other. The capabilities of the application are such that information can be imported from other applications (FoxPro, Paradox, Excel, Word, etc.). To simplify procedures, data can not be imported, but linked, not only with the specified programs, but also with sources in a network environment or on the Internet.

The linking process itself is carried out on the basis of queries similar to how SQL databases work (Access supports them too).

Template-based creation

In Access, the table is the main element. In appearance, this component is very similar to Excel tables, but the capabilities of Access are much wider, and the principles of working with such elements have their own distinctive features.



However, you can create your own database when you start the program quite simply. After the welcome window appears, the user is given a choice of templates, on the basis of 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 templates that are useful for performing specific tasks, or search on the official Microsoft resource if none of them in the list meet the user’s needs (although this is unlikely).

Database from scratch

If nothing suits the user and he wants to create a database himself, when creating a new file, you need to select an empty database in the corresponding menu. There are some limitations to consider here. For example, desktop databases do not support online publishing, and web databases do not support some of the functionality of the previous ones.



Having created the initial table, you can proceed to entering data. Please note that data can only be entered in adjacent columns and rows. Also, you shouldn’t add empty cells between them like you do in Excel. Additionally, the most important requirement is that each column must contain only one type of data, meaning that if the original format is date and time, exponent-based information entered in the column will not be recognized. So, if possible, you need to plan the table from this perspective. To simplify the work, you can also use a special design mode.

Nuances of importing and linking data with other sources

As for importing data, the program's capabilities are practically unlimited. The main condition is that the imported data must be divided into tabular types (like tables in Excel or Word). If the import is carried out, for example, in a text version from Notepad, you can create a similar structure using a tabulator (Tab key).



You can use SharePoint lists and also link data to make your work easier. 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 selecting, all you have to do is indicate the location of the desired file, where it will be saved in the current database, and confirm your choice.

Conclusion

This is an Access application. The program is very popular among a wide range of users, since its developers tried to combine as much as possible the capabilities of other software products of this type. And this is what made this application very flexible in setting up and automatically applying 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 discussed here.