This document discusses how to create and work with databases in Microsoft Access 2016. It covers how to create a new blank database, add tables to store data, name and save database objects like tables, open existing databases, and select, format and modify records and fields within database tables.

1. CREATE A NEW DATABASE
A NEW DATABASE
A.- From a Blank Database: When starting a work session in
Microsoft Access 2016 the initial screen will appear, in which
you will decide the type of database you will be working on.
We will start with creating a new database by clicking on the
Database button on the Blank desktop.
The next step is to define the name of our file, Access
automatically gives the name of Database1.accdb

2. CREATE A NEW DATABASE
a.- Data Capture in a Table: The way to elaborate a new
database can be done in different ways, here we will show you
a way to do it from the Datasheet View, placing first the names
of the fields and then the data of each field.
� Field Name: The cursor will appear in the cell at the bottom of
the Click to Add field name found in the Document Area,
click on the drop-down list to select the data type, and press
Enter.
Access creates the field assigning it the name Field1, type the
name you want for the new field and press Enter, the drop-
down list of the data type of the next field is displayed.

3. Field data: Place the cursor under each of the field names and start
capturing all the records that will form the database. When
starting the capture of the first field of the last record, a new
line will be activated for a new capture.
In the ribbon options Fields In the Format group, you will see the
data type selected for that field.
Type of data: To modify the data type of each field, it is required to
change the Datasheet View to the Design View, where you can
confirm or change the Data Type contained in each column and also
the Properties of the field.
When switching from Datasheet View to Design View,
Access will prompt to save the Table name.

4. SAVE A DATABASE
a.- When starting a session: When a work session is started
and a new database is created, the name and location where
the generated file will be saved is requested, i.e. before
placing the information of the database records, the name and
location of the file must be decided.
b.- When renaming the file: After working on the elaboration of a
database and you need to rename the file, you can change
the name that was given at the beginning of the session, to do
so, go to the File menu and click on the Save Database As
option.

5. NAME OF THE OBJECTS
a.- When changing the type of view: When you are creating a
new table and you have to define the type of data to be used
in it, you must change the type from Datasheet View to
Design View.
b.- Using the right mouse button: Place the mouse pointer over
the name of Table1 in the Documents area, click on the right
mouse button, the contextual menu will appear with a series of
options from which you choose Save.
c.- From the File menu: Click with the mouse pointer on the File
menu, select the Save As option, then Save Object As...,
then a dialog box will appear where you enter the name you
want to give to the object, as well as the type of object to be
saved.
a
b
c

6. OPEN A DATABASE
When you open Access with the shortcut, the Backstage View
appears with the list of the Recent databases, the last ones opened.
If the file you want to open is in the list, click on it, otherwise select
the Open other files option, which takes you to the Open option of
the File menu.
CLOSE A DATABASE
The way to close a database in Access is very simple, you only have
to use the File menu and choose the Close option, this will close the
file, but Access will remain open to open another database or select
the option to close the application.

7. NEW TABLE IN AN EXISTING DATABASE
A database is generally composed of a Table and from there you can
generate several objects such as Forms, Reports, Queries, etc., but
sometimes it is necessary to create another Table within the same
file, to achieve this you will use the Create Options Ribbon, from the
Tables Group and with the Table Command Button.
DATABASE FROM A TEMPLATE
Another option we have to create a database is to use the File
menu, select from the Backstage View the New option and click on
the template. Access offers you Web Database templates that are
templates that can be shared through the Web by a SharePoint
server (collaboration platform through the Office interface).

8. WORKING IN A DATABASE
DATA SELECTION IN A TABLE
A.- Record: To select a record in the table, place the cursor on
the left side until the selection symbol appears. And then
click.
B.- Field: To select a field in the table, place the cursor at the top
of the table until the selection symbol appears And then
click.
C.- Table: To select the entire Table place the cursor at the top
left of the table and click on it.
A
B
C

9. SUBMISSION TO DATABASE
A.- Formatting the Table: To present the data that makes up the
database Table with the help of the Home ribbon option and
the Format Text group. Font Type, Font Size, Font Styles and
Font Color are applied directly to the entire table.
B.- Modify Record: To modify the height of the records in the
table, place the cursor in the middle of two records, the double
arrow will appear, click and drag it to the appropriate size.
When you modify the height of one of the records in the table,
all the records will be modified automatically.
C.- Modify Field: To modify the column width of each of the fields
that form the database table, place the cursor in the middle of
two fields, the double arrow will appear, click and drag it
to the appropriate size. The width of each field must be
modified independently.
A