Microsoft Access is rich application that helps create productive database. There really is no limit on
what the software can help you achieve, but it does boil down on how users plan, build and implement
the Access database. A good understanding of database design principles and methodologies is
therefore required. These are some questions you should be asking yourself if you want to build a
functional and problem-free database.
1. What is the purpose?
Before creating the MS Access database, you have to know the purpose of the database. This is
something that you will have to define beforehand. Some examples of database purposes include
log activity, sales monitoring and recording, and even jobs tracking.
2. Have you defined the workflow?
It would be a grave mistake to skip this question when you want to create a new database. Defining
your workflow will help you accomplish finishing your database in a timely and accurate manner –
because you are already writing down the step-by-step processes. Basically, the workflow is the way
you intend to process the information you receive from the start to the end.
3. Have you identified the Forms and Reports?
Once you have defined the workflow, you should mark next to each step the points where you will
need to enter, modify, view or print data.
4. Have you designed the Forms and Reports accurately?
To help design the Forms and Reports accurately, it is always good to start with pen and paper.
Draw on the paper what you envision the forms and reports to look like. Once you do, they will
become your database design. Some quick notes: write down the names of the fields that you want
to use on each Form and Report, as well as the names of the title. This helps you discover which
fields you really need and their location.
5. Ready to build the Tables?
Building your tables naturally come after designing them. The question above is really a hypothetical
one – because building tables isn’t really that complicated. There are many tools included in the
software that will help you build them. It will consist of creating the tables, the fields, setting field
properties and then establishing the relationships.
6. How to build Forms and Reports?
Since you already designed the Forms and Reports on paper, building the Forms and Reports on MS
Access database should be that much quicker and easier. There are many wizards that you can use –
or you can add them manually as well. Just make sure that the Tables are built before the Forms.
As for Reports, it is the last step on your MS Access database. Once the Forms are built, try to enter
some test data in order to see the end results on the Reports.
Conclusion
To remind you once more, these are the simple steps of creating an MS Access database. First,
design the Forms and Reports on paper. Continue by designing the Tables of paper. Building Tables
comes next, which is followed by building Forms and Reports.
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