Microsoft Office Access Cheat Sheet

It is likely that you have heard the term “database” used previously. A database is a sizable collection of data that facilitates data organization, viewing, searching, retrieval, and gathering. To manage and maximize the use of your database, you must have the right software and tools. Especially for those who work in team environments and need to share data with other people (users, developers, reviewers, etc.), the perfect solution is Microsoft Office Access, and using our Microsoft Office Access cheat sheet you will be a pro in no time.

Utilize Microsoft Office Access’ features and tools to simplify your work. Microsoft Office Access will take your mind away if you believe you are adept at organizing knowledge. In essence, when you create a file in Microsoft Office Access, it is a file that holds various components from your database. To maintain rapid and simple maintenance, you can then segment your database into several, linked sections. Tables, queries, forms, reports, etc. are the names given to these components.

Once each of these components has been clarified, you may maintain organization throughout. This gives you the ability to create complete projects in a single file and to communicate and furnish information clearly. Microsoft Office Access can help you or your company maintain clear, secure, and structured information for any reason.

This reference document attempts to explain to users how the latest versions of Microsoft Office Access operate. It should come as no surprise that learning to use such a feature-rich program takes some time. If you are new to Microsoft Office Access or need to brush up on some basics, we can provide you with some pointers and advice to help you get started quickly.

Advice: Do not be afraid to forward this article to friends, coworkers, or staff members who would benefit from knowing more about Microsoft Office Access! Since information is power, sharing can aid in the education of others.

How to Use the Ribbon in Microsoft Office Access

There is a chance that new users will find our UI bewildering. This is a brief infographic that describes the Microsoft Office Access 2016 basic interface. Do not worry if you do not know what the various elements are. Later in the post, we go into great detail regarding the Ribbon, data tables, objects, and more. Continue reading!

Fortunately, Microsoft Office Access’s UI is not as foreign as you might expect for people who have been using Office programs for some time. Good friends like the Ribbon, the Tell Me bar, and the Quick Access toolbar all return to help you, while the data part of Microsoft Office Access remains clean and easily readable.

An overview of the Ribbon user interface

For many years, the Ribbon has been an integral component of Office suite programs like Microsoft Office Access. It was initially released in Office 2007 and was intended to make navigation simpler. With the Ribbon, you will not ever need to use traditional menus with several tiers of sub-menus.

The mostly visual design makes it easy to find the tools you are familiar with and appreciate. Microsoft Office Access’s Ribbon is your primary navigation tool, providing you with the ability to format text, add items, apply functions, modify your database, and much more.

Unlike earlier versions of Microsoft Office Access, the Ribbon in new releases such as Microsoft Office Access 2016 and Microsoft Office Access 2019 has a flatter, compact crafted to minimize on-screen clutter and maintain focus on your tasks, this design promotes an unobtrusive workspace. Microsoft Office Access looks sleeker and more contemporary than its rivals because to its basic UI.

The tool and feature locations are largely unchanged from earlier iterations, so you should have no problem locating your favorite commands. Please make advantage of the new Tell Me option if you are having trouble.

Utilize the Tell Me bar to expedite tasks.

The goal of the “Tell Me” or “Tell Me what you want to accomplish” function is to make tools accessible even if you are not sure where they are located inside the Ribbon. It was originally included in the majority of Office 2016 apps, and it is still there in Office 2019. It may be accessed by either clicking on it directly adjacent to the Ribbon’s last tab or by hitting the Alt + Q keyboard shortcut. As soon as you see that the feature lets you type, you can instruct Access on what has to be done.

Access will make recommendations for related tools based on your entry. When you type “property sheet,” for example, the Tell Me bar will immediately provide options that let you create or edit a property sheet and even recommend other products that are connected to sheets.

You can expedite your job with the Tell Me feature, even if you think you are an Access expert. You will not ever again need to rummage through the Ribbon or look it up online in an effort to locate a feature.

Learn the layout of the backstage area.

Access (and other Office applications) will take you to what Microsoft Office Access refers to as the “backstage” when you select the File menu. Here, you receive a full-page display of information along with other fundamental activities to open and save files, print, and access additional sharing options, instead than seeing a tab with commands lined up in the Ribbon.

You may also view details about the file you have open at the moment by using the File menu. This entails viewing the file size, owner, creation date, last modification date, and many other details. As the file owner, you may also apply password protection or utilize the Compact & Repair tool.

Using Access to define database objects

Now that we have a firm grasp on the fundamental interface, it is time to familiarize yourself with the database objects that you will be utilizing in Access. When your projects begin to take shape, these are the items that you will see in the navigation pane on the left. Objects can be created using the Ribbon’s Create tab, and you can edit them later to reflect changes to your database. Let us review your object alternatives quickly:

• Related data is kept in tables’ rows, or records, and columns, or fields. They probably make up most of your projects and work similarly to Excel columns.
• Data kept in your tables can be viewed, calculated, sorted, filtered, changed, and examined using queries.
• Custom screens known as forms make it simple to enter new data and view old data in a table.
• Reports are printed versions of data from a table or query that are ideal for examining and error-checking.
• Repeated tasks can be automated with macros. A macro can be triggered by either clicking its button or by pressing the shortcut key designated for it.
• Modules are collections of Visual Basic procedures that are also used for task automation.

Types of field data

Access offers a multitude of ways to work with fields that facilitate managing various projects. For instance, Access can perform computations with a field if it is defined as a number rather than a text field.

The many data kinds you can enter and their characteristics are briefly summarized here:

• Short Text: Holds up to 255 characters of text or numeric data.
• Encodes text with a maximum length of 64,000 characters.
• Number: Holds numbers so that a data cell can be used to conduct calculations.
• Time/Date: Keeps track of times and/or dates.
• Currency: Holds binary representations of real-world currencies.
• AutoNumber: Assigns a distinct number to every record automatically.
• Yes/No: Holds a value of either Yes or No.
• OLE Object: Stores objects made in other applications, such as an Excel spreadsheet, Word document, or PowerPoint graphic.
• Hyperlink: A network file or webpage that can be accessed by clicking on a link stored in a hyperlink.
• Attachment: This feature lets you add a picture or file to your database.
• Large Number: Stores a non-monetary, numeric value. (Only available in Access 2019.)

Utilize a template to get started.

Does an empty document scare you? Access comes pre-installed with a vast library of templates to assist you in getting started. When working on projects of any size, this provides you with a significant head start. Every category that is offered has many templates, so every time you create a new document, you have access to a wide variety. You still have a ton of choices for completely editing and customizing your database after selecting a template.

Make frequent database backups.

Even seasoned users of Access should take note of this advice. Always, and we really mean it, make regular backups of your database. You never know when unanticipated events might occur and what might happen to your files. Having cloud or other computer backups accessible at all times can be really helpful.

Practical Access shortcuts that are essential to know

We have chosen to conclude our guide sheet with a list of some of the most useful keyboard shortcuts for Access that will help you work more quickly:

• Using Ctrl + N, you may rapidly create a new database.
• Use the keyboard shortcut Ctrl + Plus (+) to add a new record to your datasheet or form.
• Using the Z key, you can zoom in and out of a page.
• Press F11 to toggle the Navigation pane.
• Use Ctrl + F to search in a datasheet or form by opening the Find tab.
• Using Ctrl + S, you may rapidly save your database.