Access 2016 for Beginners Part 2: How to Use Database Templates in Access 2016

Access 2016 for Beginners Part 2: How to Use Database Templates in Access 2016


Hello again and welcome back to our course
on Access 2016. It’s time now to start Access and to start
using it. So on Windows 10 what I’m going to do is
to type in the Search box down here or start typing Access. Straightaway I see Access 2016 appear, click
and that starts up Access. If you’re using Windows 7 then depending
on how you’ve installed it you may already have a shortcut on the desktop. You may get it from the Start menu. If you’re using Windows 8 then you’ll
be using the Windows Start screen. You can start typing Access 2016, the name
will appear, click, and when it starts up it’ll look something like this. In fact whichever version of Windows you’re
using the start screen should look like this, subject of course to what I said earlier about
the size, shape and resolution of your screen. Now I suggest that if you don’t already
have a shortcut on your desktop for Access or you haven’t already put a shortcut on
your taskbar you straightaway now pin this to the taskbar or put a shortcut on the desktop
because you’re going to be starting and stopping Access quite a bit from now on. So in Windows 10 I’m going to go down here
to the Access icon on the taskbar, right click and I’m going to say Pin to Taskbar and
it’s there now for me to use from now on. Over the next two or three sections we’re
going to be delving into the Access workspace. And in order to cover the many things that
I need to explain I’m going to sort of spread them out over two or three sections and in
the process we’re going to create a couple of databases. Now on the start screen if you go up to the
top right hand corner you have conventional Windows buttons, Close, Maximize, Minimize. And then on the left you have a question mark
and the question mark is the button that gives you access to Access Help. I’m going to be talking about Access Help
in a few sections from now so I’m going to otherwise ignore it for the moment. Underneath those buttons you have the Account
Details. This is the account that’s currently responsible
for this copy of Access. Now of course your account name will be different
from mine and whether you’re using Access 2016 from an Office 365 subscription or a
purchased copy of Access 2016 you will be running under a Microsoft account. And in various ways that account is important
in various contexts, as we’ll see later on. But for the moment as long as you’ve got
an account there and it’s right it’s not of importance in the short term to us which
account it is. Now over on the left we have a panel which
will normally show the recently opened databases. And this gives us access to work that we’ve
been doing recently. So at any one time I may have three or four
databases that I’m working on. And if I need to do work on one of those I
just click on whichever one it is in that list and it will open up for me. Now this is a brand new installation of Access
2016 so there are no recent databases but there soon will be. If I want to work on a database that isn’t
in my recent list, so maybe it’s one I haven’t worked on in this installation, maybe it’s
one I’ve got from somebody else. Then the Open Other Files option here gives
me access to a standard Windows browser and I can open whatever I need to open to work
on the relevant database. So that panel on the left lets me work on
something that I’ve worked on before. But the main part of the start screen, the
main section on the right, gives me templates for creating new databases. Now generally speaking in Access 2016 databases
can be of two types. One type is what we call a desktop database. This is the traditional type of Access database
where basically you have a database that sits on your desktop and you use it generally locally
for maintaining data. Now in fact you can share that database. You can split the database into components. There’s all sorts of things you can do with
it. But in its standard default form it’s usually
a single file that sits on a desktop device. But the alternative now is the web app. And a web app is a database that is used online. So this is usually one that you’ll be sharing
with other people. Now we’re going to be looking at both desktop
databases and web apps during this course. And generally speaking if you look at this
section on the right each of those icons corresponds to a different type of database. If you like a sort of starting point. What we call a database template. Now by looking at the icon you can tell what
sort of database it is. A web app generally has one of those big circles,
like a global circle at the background. Whereas a desktop database has what looks
like a sort of spreadsheet shape behind. And the description will normally tell you
what it is a database for. So here we have a contacts database. Here we have a task management database. And if I scroll down this list you’ll see
many other database templates. Some of them are desktop, some of them are
web apps. Now sometimes when you need to create a database
one of these templates may well get you started because as you’ll see in a moment the template
will normally contain some of the building blocks that will potentially help you with
creating your database. Sometimes, however, you’ll want to start
from scratch. And on this course we’re going to start
from scratch at least once. Up in the top left hand corner of this part
of the start screen we have an option to create a blank desktop database and we also have
an option to create a custom web app. And we’ll be looking at those later on in
the course. Let’s suppose though that you want to use
one of the templates that already has some content in it. And suppose you want to look for a contacts
database. Now one option is to just click on this one
here, Updated Contacts. The Updated there refers to the fact that
the template has been updated in this version. But you might want to see what other contacts
databases are available. Well right at the top of the screen there
is a Search for online templates box. And if I type in there Contacts provided I
am online, and this is another situation where you need to be online, I can search for Contacts
Database Templates, see what ones are available on Microsoft.com. So click on Start Searching and of course
the one that we saw just now is amongst the potential templates to use here. But there are others as well. There’s a Personal Contact Manager. There’s a SharePoint web app for contacts. There’s a Faculty database which presumably
includes a contacts facility. And down here we’ve got a Task Management
database and a Call Tracker database. Alongside these there are a number of other
documents associated with other Office applications. So there are 47 Word templates, 21 Excel templates,
10 Publisher templates, and 4 PowerPoint templates. So you may well find amongst those documents
or PowerPoint presentations that might help you either to document your database or indeed
use your database. So that Search facility can be very useful
to locate database templates that can give you a good starting point. Now what I’m going to do on this occasion
is to just use this Updated Contacts template. So let me click on that and I see a panel. It gives me an outline of a contact list. It says, Updated contacts provided by Microsoft. There’s a description of the database. It tells me the download size, 160K. So it’s not a particularly big file. There’s a link there. Should I create an Access app or an Access
desktop database? I’m going to talk about that a little bit
later on. At the moment we’re going for the desktop
database option. In fact in the early part of the course I’m
really going to concentrate on desktop databases and we’ll look at web apps more later on. Now when you create this database it will
be given a file name and the file name by default is there, Database3.accdb. Now what that file name is will depend on
what you’re doing at that time. I’ll explain that to you more later on. But it also tells you where the database will
be created and it has a default location there for databases. There is a Browse button here that I can use
to put the database in a different location. Now at the moment I’m just going to accept
those defaults because I am going to create a database but I’m going to save it a little
bit later on for reasons that will become apparent. If I decide that I’m happy with the sounds
of this database, so I read the description and I think, “Yep, I’ll give that try”
all I need to do is to click on Create and it will be created. But I may also want to step through other
available templates and there’s a right button or a Next button there and there’s
a Previous button there and I can use those to step me through other available database
templates to see if any of those are more likely to fit my requirements. On this occasion I’m going to carry on with
Updated Contacts. I’m going to click on Create. And if Access 2016 needs to download the template
it will. But when it’s downloaded the template it
will then create for me an empty database. And we’re now inside Access and we’re
looking at the Access workspace. Now the details of this workspace I’m going
to concentrate on over the next few sections. But I’d just like to concentrate on a couple
of aspects here. I just said that it created an empty database. Well in a sense it is empty because there
are no contacts in the database. But it’s not empty from the point of view
of definitions because what Access has done and what has been achieved by using that template
is that it’s given me a starting point for a contact list. And you can see the empty contact list there. And part of this starting point is a definition
of the information that I will have about each of my contacts. So if you look at these headings along here
it’s got First Name, Last Name, Company, Job Title, etcetera. Now you may look at that list and say well
that’s okay but I would also keep details of something else and maybe I wouldn’t bother
with a job title, for example. Well changing the database, customizing it
to your requirements is normally one of the things that you would do when you start with
a template. So don’t be put off by the fact that you
look at something like this and you say, “Well that’s not quite how I would do it” because
we really are going to major in this course on customizing the starting points that you
get from templates. The other thing to bear in mind, although
I’m not going to look at it in detail for a couple of sections yet. If you look at this panel on the left it tells
you what is included in this template. So not only do you have Tables, Contacts and
Settings but you have Queries, you have Forms, you have Reports, you have Macros, you have
Modules. Now I’m going to explain what all of these
are during the course but this is in fact although it’s quite a straightforward example
typical of what you will get in a template. It will come with some tables, some queries,
some forms, some reports, etcetera, and they’re your starting point for your database. Another very common feature is that you will
be given a security warning. Generally speaking when you open a database
or create a new database using a template in Access 2016 Access normally defaults to
being cautious. It is relatively straightforward for somebody
to put harmful program code in a database. And before you run any program code in a database
you need to consider where you got the database from. Now a Microsoft template is a pretty safe
place to get something from. So if you trust what you’ve just opened
or created you click on the Enable Content button here and you’re now able to freely
work on that database. Now in this particular case once you’re
said, “Yep, I trust this database” it gives you a welcome screen to the contacts
database. And this welcome screen actually corresponds
to a macro that runs when you open the database. And what this screen will do is to give the
user information about how to use the contact database. When you come to creating your own databases
you may also want to create help screens and welcome screens. And we’ll look at that later on in the course. But for the moment I’m going to close this
screen using the Close button up on the right. And in fact what I’m going to do now is
to close Access itself using its Close button. That’s the end of this section. Please join me for the next one.

Danny Hutson

4 thoughts on “Access 2016 for Beginners Part 2: How to Use Database Templates in Access 2016

  1. Thanks for these tutorials though I did find this and the previous one very slow, even for a complete Access beginner.

  2. Too much chit chat about the non bolts and guts of Access…I appreciate the videos but I agree, they are way to slow for me even as a beginner.

  3. Mr Toby Arnott Ive been through your tutorials on MS Project, they were fantastic and your are doing a really great work here. But all of your greatness gets anulled by the awful anount of yapping you do. Out of your 6 mins video only 2mins are useful.

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