Microsoft Access A to Z: An overview of what Access can do
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- Опубліковано 7 вер 2024
- This short screencast is the first in a series of a comprehensive overview of the power and benefits of managing data using Microsoft Access.
It introduces you to the key objects of an Access database: tables, queries, forms, and reports, and how they are related together. Furthermore, it shows how Access maintains data integrity and allows multiple people to simultaneously view, enter, and edit the data.
It also introduces you to two textbooks that comprehensively cover the steps needed to create a relational database as well as manage that database using Microsoft Access.
All of my UA-cams can be found at: learncs.w3spac...
Thanks, Lisa Friedrichsen
This is very comprehensive and helpful. Straightforward and get to the point!! Well done.
Thank you. 😀 All of my UA-cams are organized at learncs.w3spaces.com
this was the best intro to Access Ive ever seen. Thank you. My company is doing so dumb shit over and over and after watching this its now very clear that Access is going to be the solution. buying the book. liked;subbed
I hope to add this comprehensive book to my library...that way the videos will make more sense.
@Cracktune -- Thank you for the comment. I should have thanked you a long time ago. See all of my UA-cams organized at learncs.w3spaces.com
Wow Lisa, u just sold MS Access to me, that was amazing, definitely subscribing, I just checked if u r on Udemy, was goin to enroll straight away via the company's business account. Will definitely look for those books
Thanks for the nice message. I plan to complete the Access A to Z series this summer (2021) with more UA-cams on forms, reports, macros, and modules.
This is the best intro of Access to me!
Thanks. You can find all of my UA-cams and playlists at learncs.w3spaces.com/
You sound like Holly Hunter :)
Thank you for the video, amazing introduction to access!
You're welcome. :) See all of my UA-cams organized at learncs.w3spaces.com/
Just wonderfully helpful!
Thank you! Thanks for the nice comment! Check out all of my UA-cams and Playlists at learncs.w3spaces.com/
Now, to find a copy of the Illustrated Microsoft Access 2019 Comprehensive book as the last one I could've ordered is gone. I don't use Amazon, so I will just use the Illustrated Microsoft Access Introductory book and see what I can pick up from the videos. Very informative and thorough, yet easy to understand.
Thanks. If interested, you might try buying the book directly from the publisher, Cengage. cengage.com.
@Lisa Friedrichsen How can I access my data files?
Loved the content, Accurate and to the point👍
Thanks! See all of my UA-cams organized at learncs.w3spaces.com
Thanks Lisa. This kicks ass. Sorry for the not classroom-like language.
Ha! See all of my UA-cams organized at: learncs.w3spaces.com
Thank you very much, great video!
You're welcome! You can find all of my UA-cams organized at learncs.w3spaces.com/
I love the explanation. Wonderful.
Glad you enjoyed it!!
Thank you so much for this video. I have been lookt for an overview like this!! 😊😊
You're welcome! You can find all of my UA-cams organized at learncs.w3spaces.com/
Thank you for the motivation at the end
Always!
Excellent introduction and review. Thank you.
Very welcome!
Thanks....! Helpful Introducing
Thanks. You can find all of my UA-cams and playlists at: learncs.w3spaces.com/
thanks for your time and efforts,,✔✔✔
You are welcome! See all of my UA-cams organized at learncs.w3spaces.com
What a shockingly good video
@theomanification -- What a nice thing to say! Thanks!! See all of my UA-cams organized at learncs.w3spaces.com
@@lfriedrichsen well videos this well presented are rare. I will do, thank you!
Great video
You're welcome! See all of my UA-cams organized at learncs.w3spaces.com
This is amazing! Thanks for sharing
Thank you! A sincere word of encouragement is highly underrated. :)
Great video! I have more questions. What makes this better than Excel? I can do all of these things with Excel using Power query and building a data model. How is Access intended to be used by stakeholders? Is there a stand alone app or web interface for the forms for data entry that they use? Can you automate reports by email? How does Access compare to MS SQL Server? How well does Access play with BI products like PowerBI, Tableau, etc?
Access is superior to Excel in two major ways: 1. the power and benefits of managing data in a relational database vs. a flat file and 2. it is an application development tool (queries, forms, and reports) as opposed to a spreadsheet view (see the first two UA-cams in my "Microsoft Access A to Z playlist for explanations of both of these)
stakeholders -- exactly who are you referring to? Access is primarily used as an internal tool. Again, see the first 2 videos in my "Access A to Z" playlist for a better explanation of where, why, and how Access is the best tool for the job.
web interface -- yes, if used with SharePoint.
automate reports by email -- yes, Access does that inherently using macros and VBA through Outlook
compare with MS SQL Server -- that's also a relational database management product but not an application development platform. SQL Server is intended for enterprise-level applications and has a much larger data storage capacity
your voice sounds like clarice from silence of the lambs. cool
Thank you for the comment. I think that's good? :) See all of my UA-cams organized at learncs.w3spaces.com
helpful
Great! See all of my UA-cams organized at learncs.w3spaces.com
Appreciated…
TYSM! See all of my UA-cams organized at learncs.w3spaces.com
I like the stereo panning effect in the audio...lol
Lol :)
Wow, that was a nice overview.. Just wondering if I somehow can restrict some of the fields from being changed?
In a form, you can restrict data from being updated in a particular field by using the Locked property of the text box that is bound to that field. docs.microsoft.com/en-us/office/vba/api/access.textbox.locked
@@lfriedrichsen Thanks for your reply :)
If your selling point for this is that multiple ppl can work with the same file, we have this since years in ms teams and even longer in google sheets....?
The bigger take away from this video is that Access provides all of the significant advantages that are possible when you organize your data in a relational database which minimizes redundant data. Google sheets only supports "flat files," not relational databases.
You can fairly compare an Excel file to a Google Sheets and you can compare some other collaboration software products to Microsoft Teams, but you really cannot fairly compare Access to either of those because their purpose in life is very different. Start your Access journey with knowing that Access is a relational database management software program, and why that matters if you're trying to manage your data in an accurate, consistent, flexible, and highly accessible way!
Lisa, if I understand this right… if I have multiple tables and forms… and I want to change a hyperlink on our web page that is mapped there from the database, should I change the hyperlink in the table itself or in forms? Do you have other videos that help describe this process? Thank you!
Forms are used to display, edit, and enter data that is stored in underlying tables. A form does not store any data. So changing data (be it a hyperlink address or any other data) by directly entering it into a table datasheet or by using a form based on that same table makes no difference given the only place data is stored is in a table.
Luuuuuuv it!
Thanks!
Hi Lisa I really enjoyed this. Do you know if it is possible to create a macro that would send data from excel to an access form?
The ImportExportSpreadsheet macro action could be used to import data from an Excel spreadsheet into an Access table. The OpenForm action to open a form that was based on that table.
@@lfriedrichsen thanks! Do you offer any consulting services? That macro is definitely above my head.
@@MattNicosia I recommend this textbook: Illustrated Access 2019/365 by Lisa Friedrichsen. There is a chapter on macros. If your project is urgent and you still want to explore the consulting path, contact me privately at lisa7073033@gmail.com
Thank you so much for the video. I have a question. I use my access database daily, but today when I close my form that has subforms, I get the message "No current record". I don't know what has happened, it was not doing till yesterday.
The first form has 2 subform. I used to get two of the message "No Current Record". when I deleted the first subform, I only got one message but when I deleted the second one, I did not get none.
I have been working with database for 15 years, I never got this message until yesterday. one more thing, I also get it when I hit add new record. did microsoft access change the coding? Will you please, help solve this problem? Thanks in advance
In general, it sounds like the connection between the main form and subform has been broken. So I'd check the Link Master Fields and Link Child Fields properties of the subform control on the main form to make sure the subform knows how it is connected to the main form.
You should rethink the Queries portion of the presentation. Though the word query indicates we're going to view data, in MS Access the section for Queries can contain SELECT, UPDATE, and DELETE type SQL statements. You could actually accidentally delete all the entries in a table if you "opened" one containing a DELETE all type statement. Luckily, Access does have a pop-up box to warn the user how many rows they are about to update or delete, so there is an out (assuming warning messages aren't suppressed).
I would also contend that the ability to share a database is only part of the power, and not even close to the biggest advantages. The table structures, and enforcement of Referential Integrity, combined with Forms that combine data from multiple tables in a way that's most useful to the user is where the power is. For people stuck in a flat table format like Excel, it's like being able to join tens or hundreds of workbooks or sheets together.
If you were producing models or widgets out of, oh lets say, Legos... you might have a parts list to create it. If you want to make 5 of the same model, you would need to grab 5x everything on that parts list from your inventory (lego bins). If other tables held the inventory, then the inventory could would be decremented as the parts are utilized. Once you reserve the part, then the available inventory goes down for all. Teams have an instant view to inventory left. And, the purchasing department (or person) can see what inventory is low and reorder. And, when new inventory comes in, different forms can be used to reload inventory. SEE - It enables the creation of entire workflows.
Please go through the rest of this playlist. I cover all of this and much more
Does Microsoft Access come with the Microsoft office package?
Let me refer you to the official Microsoft web site for Access for specifics on how to acquire Access: www.microsoft.com/en-us/microsoft-365/access
I was looking for the laymen's terms of what Access can do, this is too technical for someone with zero Access knowledge/experience. I may come back here when I learn more basics.
In a nutshell, Access does a great job of managing data (lists of information), particularly when 3-10 people need to share the same data. It does this by minimizing duplicate (copies) of that data so everyone is working with the SAME data. If you like, if you would please share the first moment / word / idea that doesn't make total sense in this video, I'll try to break it down. At any rate, thanks for the feedback.
@@lfriedrichsen you're awesome for making that in-depth response
Can't all of this be done in Excel? It still isn't clear to me what advantages Access would offer over Excel.
Excel cannot minimize redundant data given it is not a relational database system. Excel manages a single list very well, but it cannot easily link multiple lists together which is the whole point of a relational database system and the absolute key to minimizing redundant data which in turn provides massive data management benefits.
Minimizing redundant data means you have much better accuracy and integrity of data as well as more flexibilty when reviewing that data. Data managed by a relational database leads to better productivity by users, higher reliability and integrity of data, and thus higher quality business decisions.
Excel also cannot easily save queries (views), forms (data entry screens), or reports. Plus, Access is a multi-user application. Multiple people can be entering, editing, and viewing the same data at the same time. Excel cannot do that.
Please watch the UA-cam again in light of this feedback. Excel is the Swiss Army Knife of slicing/dicing/predicting data which helps business folks make "what if decisions," so most every business needs Excel.
But Access is a much better tool in terms of managing historical data and the analysis thereof. Knowing both tools really well helps you see that while there is some overlap, they are really targeted toward different business problems.
Here's a book that shows the 10 most common business applications for Excel followed by 5 chapters of how/why some business data management issues require Access. www.amazon.com/New-Perspectives-Portfolio-Projects-Computing/dp/1133274773
I have in the main form a tab control with 3 tabs. 2 of the tabs has a subform. if I opened the form and did not click on any tabs that has the subforms, I won't get not message "No current record" while closing the form. but if I clicked on the tab of one subform, I will get one message "No current record". if I clicked on both tab where the subform is located, I will get 2 message "No current record". Also, I get the message "No current record" if I click add new button.
do I need to add any coding to this:
rivate Sub TabCtl0_Change()
Select Case Me!TabCtl0.Value
Case 0
Me.cbocNames.SetFocus
Case 1
Me.frm_SubPlacement.Form.Recordset.AddNew
Me.Form!frm_SubPlacement!ProviderID.SetFocus
Case 2
Me.frm_SubNotification.Form.Recordset.AddNew
Me.Form!frm_SubNotification!StartDate.SetFocus
End Select
End Sub
I doubt if this is a coding issue but then I'm not "big" on the tab control given I've found that it's almost impossible to print information from multiple tabs on one piece of paper. So if it were me, I would probably reengineer the form so that I didn't have to use the tab control. It sounds like that control may be getting in the way of your main form / subform connections.