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• What's the difference between Microsoft Access and Microsoft Excel?
  
  To many people, there is some confusion as to what the difference is between Microsoft Access and Microsoft Excel. In general, Excel is for accounting purposes and data is stored in spreadsheets. In Access, complex sets of data are stored in interrelated tables and used for producing reports. For example, it's best to use Microsoft Access for tracking employee training. The training and certifications that employees in your organization receive will change over time, as so will the training courses you offer. In addition, you will need to be able to produce reports on this data even after it changes. This can be done in Excel, but it’s much easier to do this in Access because it’s easier to add and edit data in Access once you have the database setup. In Excel, there is a lot of deleting rows, adding rows, reformatting your report, and you’ll have to do this each time you change the data. Not in Access! Once you have a query set up, all you have to do is run the report. And forms make it easy for you to edit and add data to the tables. Our training databases come with the queries and forms already set up for you. After purchase, all you would need to do is download the template and begin adding the data!
  
  Buy and download a Microsoft Access training database template for training management, to track employee training, and to keep training records. Choose from our SUPER DELUXE Employee Training Database, the BASIC Employee Training Database, or the DELUXE version of our training records database.

• How does a Microsoft Access database work?

• Access is a database application that stores data. Each piece of data is called a record. A set of records is stored in a table. Records stored in tables are searched using filters and queries. A filter sifts through records based on the criteria you select. A query is created and ran and works like a filter, but allows you to run a more custom search of the data. The data that is presented after running a query can be formatted into a report.

  
  

  The object of this blog is to provide training management databases that require little or no previous knowledge of Microsoft Access. Let's face it! Microsoft Access is not the easiest application in the Office Suite to learn. That's why the templates on this site are already set up and ready to go. Just download the template and enter your data into a ready-made form. It's that easy.

  
  

  Now that you know how an Access database works, there are some other topics that may interest you and help you once you've purchased and downloaded your new training database. See "Frequently Asked Questions" for more tutorials.

How do I run a query in Microsoft Access 2007?

The Access training databases on this site come with ready-made queries, so all you have to do is use a filter to search the data in the queries. To search your data and filter it, first open the database that you purchased and downloaded from this site. Next find an object labeled "query" on the left and double-click on it to open it. Now follow the instructions in the video to filter the data in the query.

 

• How do I run a report in Access 2007?
• There are a few ways to run your training reports in Microsoft Access. If using a database that was purchased and downloaded from this site, it is recommended that you use the Report Wizard to run a report and to base your report on one of the ready-made queries provided on the navigation pane.
  
  Create a Report Using the Report Tool
  
  1. In the Navigation Pane, click the table or query on which you want to base the report.
  
  2. On the Create tab, in the Reports group, click Report.
  Access builds the report and displays it in Layout view.
  
  3. For more about viewing and printing your report, see the section View, print, or send your report as an e-mail message.
  
  
  Create a Report Using the Report Wizard
  
  1. On the Create tab, in the Reports group, click Report Wizard.
  
  2. Follow the directions on the Report Wizard pages. On the last page, click Finish.
  
  When you preview the report, you see the report as it will appear in print. You can also increase the magnification to zoom in on details. For more about viewing and printing your report, see the section View, print, or send your report as an e-mail message.
  
  
  Create a Report Using the Blank Report Tool and Build Your Report from Scratch
  

  1. On the Create tab, in the Reports group, click Blank Report.

  A blank report is displayed in Layout view, and the Field List (field list: A window that lists all the fields in the underlying record source or database object, except in data access page Design view. In data access page Design view, it lists all the record sources and their fields in the underlying database.) pane is displayed on the right side of the Access window.

  2. In the Field List pane, click the plus sign next to the table or tables containing the fields that you want to see on the report.

  3. Drag each field onto the report one at a time, or hold down CTRL and select several fields, and then drag them onto the report at the same time.

  4. Use the tools in the Controls group on the Format tab to add a logo, title, page numbers, or the date and time to the report.

• How do I enter a new record or field in Access 2007?

There are two ways to enter new records into your Access training database. The best way is to enter data using the ready-made form labeled "...Training Record", which is located on the left side of your screen on the navigation pane. Data entered into your form is automatically updated in your tables and queries, so your form is where all of the data entry and editing of data takes place. The other way to enter new records is to go into the table holding the primary key for the data and enter it there. A table with a primary key will have a "key" icon next to the first field in the table. See the video below to enter data directly into a table. Users with little or no experience should not attempt to alter data via a table, but should enter and edit data using the ready-made form provided in the database and follow the instructions provided on this site at Employee Training Database - SUPER Deluxe, Employee Training Database - Deluxe, or Employee Training Database - Basic.

 

• Also see the video below to learn how to add a new field (column) to your database. Once you start using the databases downloaded from this site, you may decide that you need more criteria for entering data.

 

• How do I remove a filter in Access 2007?
• After filtering your query results, follow the instructions in this video for removing filters. Filters can be cleared so that the data reverts back to how it was originally sorted and presented or filters can be removed one by one if several have been applied to a set of data.
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