Create Access database

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DeVry University, Chicago *

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Oct 30, 2023

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Create an Access Database Decide whether to create a desktop database or an Access web app Important Access Services 2010 and Access Services 2013 are being removed from the next release of SharePoint. We recommen you do not create new web apps, and migrate your existing apps t an alternative platform, such as Microsoft Power Apps . You can share Access data with Dataverse, which is a cloud database upon which you can build Power Platform apps, Automate workflows, Virtual Agents, and more for the web, phone, or tablet. For more information, see Get started: Migrate Access data to Dataverse . Access web app templates have a global icon in the background. Access desktop database templates have a table icon in the background. When you open Access 2016, you see a gallery of templates. Your first step in building a database is to decide whether to create an Access web app or an Access desktop database. The decision depends on which tools you have available and on your specific goals. To decide

between an Access web app or a desktop database, consider the following: Design considerations There are three important design considerations to consider first. IT Requirements Use an Access web app if: Use a desktop database if: You use Microsoft 365 with SharePoint Online or if you use on-premises SharePoint Server 2013 or SharePoint Server 2016 with Access Services and SQL Server 2012 (or higher). You’re not using SharePoi or if your Microsoft 365 plan doesn’t include SharePoint Online. You want the reliability, security, and manageability of storing data in Microsoft Azure SQL Database or in SQL Server. You require a local database to store the dat or you need to consolidat data from different on- premises data sources. You want the latest features of Access Services as soon as they’re available. You don’t mind waiting fo the next release of Access to use the latest features.

Access to data and design Use an Access web app if: Use a desktop database if: People inside and outside of your organization need to access data from any location and from many different devices. Everyone can connect to the computer on which the Access database is stored and will most likely use the database from a networked desktop or laptop computer. Anyone who needs to create or modify an Access web app has Access 2016. Your team creates and modifies databases with different versions o Access. Anyone who has permission can view and edit data, even if they don’t have Access. You're willing to make sure each database user either has Access or has installed the Access Runtime. Business goals and requirements Use an Access web app if: Use a desktop database if: Your reporting needs are straightforward, or you’re OK with using a desktop database to link to the data in the Access web app for You want complete control over the look and feel of the database user experience.

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Use an Access web app if: Use a desktop database if: more complex reports. The problem you’re trying to solve doesn’t require advanced database features. You’re willing to redistribute the database front end every time you make a design change. You want a simple, intuitive look and feel for the user interface. You have complex reporting needs, beyond the simple summary report provided in Access web apps (for example, you need to integrate oth databases into a report or to format the report). You want design changes to be immediately available. You need advanced features, such as:  Visual Basic for Applications  Linking to external data, not just read-only SharePoint list  Using update or crosstab queries.  Importing data from XML, Data Services, HTML documents, or Outlook folders.

Detailed differences between Access web apps and desktop databases To help you make the right choice, the following tables highlight the many differences between Access web apps and Access desktop databases. Getting started Feature Access web app Access desktop database Templates Web app templates are available from the Office store and in Access. Table templates are available as you create tables. Desktop database templates are available on Office.com and in Access. Application parts, which are templates that contain several database objects, are available in the Application Parts gallery. Data Type parts are available for fields. Permissions Permissions are inherited from the SharePoint site where the web app is created. Set permissions for individuals based on system file permissions. Encrypt the database wi

Feature Access web app Access desktop database a password. Tools for entering data, viewing data, and modifying database structure Enter and view data using a web browser. Access is required to create or modify an Access web app. Access or the Access Runtime (available as pa of Access or as a free download) is required to enter and view data. Access is required to create or modify a database. Data storage Area Access web app Access desktop database Where data is stored If you use Microsoft 365 with SharePoint Online, data is stored in Microsoft Azure SQL Database. If you use your own on-premises SharePoint Server 2013 or SharePoint 2016 deployment, data is stored on- premises in SQL Server. Data is stored a local Access database.

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Area Access web app Access desktop database SQL Server required If you use Microsoft 365 with SharePoint Online, SMicrosoft hosts the databases for you in Microsoft Azure SQL Database. If you use your own deployment of SharePoint Server 2013 or SharePoint 2016, SQL Server is required. SQL Server isn required. Database size If you use SharePoint Online, the database size limit is 1 gigabyte (GB). If you use SharePoint Server 2013 or SharePoint 2016 and SQL Server on- premises, the database size is controlled through SQL Server. In either case, if you plan to back up your data by saving an app package, the compressed data must be less than 100 MB. 2 GB of storage are available fo data and objects. Data entry

Task Access web app Access desktop database Copy and paste from Excel, Word, or other sources Yes, you can paste data into Access from other sources. Yes, you can paste data into Access from other source Import data from:  Excel  Access ODBC databases, such as SQL Server  Text or comma-separated value (CSV) files  SharePoint lists  Excel  Access ODBC databases, such as SQL Server  Text or CSV files  SharePoint lis  XML  Data Services  HTML documents  Outlook folde Append data to a table Copy data into a new table. Then copy and paste the data into the existing table manually or by using a data macro. Append data to a table using the Import Wizard. Link to data SharePoint lists (read-only)  Excel

Task Access web app Access desktop database in:  Access ODBC databases, such as SQL Server  Text or CSV files  SharePoint lis  HTML documents  Outlook folde Database structure Area Access web app Access desktop database Tables Table templates are available. Tables can be hidden. Application part templates are available. Table relationship s Creating the Lookup data type establishes a relationship. To view information about a relationship, select the Lookup field and then select Modify Lookups . Table relationships are viewed in the Relationships windo

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Area Access web app Access desktop database Queries No action queries are available. Data macros are used to perform updates, appends, and deletes. Action queries are available. Crosstab queries are available. Forms and views In Access web apps, forms are called views . An interactive view designer is available. Thumbnails can be displayed. Types of views:  List Details  Datasheet  Blank (for custom switchboards, pop-up windows containing a single record, and more)  Summary (group based on a field, calculate sum, average; pop-up windows are available to drill down) The Form Wizard is available. Types of forms:  Multiple item  Datasheet  Split forms  Modal dialog

Area Access web app Access desktop database Form layout  Snap to grid  Controls can be rearranged and modified to some extent.  Customizable action bar Pixel-by-pixel contro split forms, sub- forms, tab controls, and modal dialog boxes are available. Data entry controls All the basic controls are available, including:  Cascading controls (Microsoft 365 only)  Related items  Autocomplete Additional web, navigation, and cha controls are availabl Find data Options are availabl in the UI and when using custom design features. Reports Simple summary and grouping views are available. For traditional Access reports, use a separate Access desktop database that’s connected to Create custom reports.

Area Access web app Access desktop database Microsoft Azure SQL Database where your Access web app data is stored. Macros Use provided macros to automate UI and data operations. Use macros or VBA t automate UI and da operations. ActiveX controls and data objects ActiveX controls and data objects are not available. ActiveX controls and data objects are available. Email notification s In Microsoft 365, use data macros to send email notifications. Use macros to send email notifications Tools Tool Access web app Access Desktop Database Table Analyzer Wizard to identify Table Analyzer Wizard isn’t Identify redundan data with the Tabl

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Tool Access web app Access Desktop Database redundant data available. Analyzer Wizard. Compact and repair Compact and repair tools aren’t available. Compact and repa tools are available Database Documenter Database Documenter isn’t available. Database Documenter is available. Performance Analyzer Performance Analyzer isn’t available. Performance Analyzer is available. Backup and restore processes for data and structure Although the database is stored in Microsoft Azure, regular local backups are recommended. Back up, move, or deploy an Access web app by saving it as an app package. Package just the structure of the web app, or both the web app structure and Back up data or data and structure by saving the database file.

Tool Access web app Access Desktop Database the data. To create a desktop database quickly, use one of the many templates provided with Access. Or, if you don’t find a template that meets your needs, create a database from scratch. Create a database from a template The easiest and fastest way to create your database is to use an Access template, which creates a ready-to-use database, complete with the tables, forms, reports, queries, macros, and relationships that you need to start working right away. If it doesn’t meet your needs exactly, customize it. When you open Access, you see a set of templates. More are available online. Tip: If a database is open, select File > Close to close it. 1. Open Access (or select File > New ), and select a desktop database template.

Tip: If you don’t see the template you want, look for a template on Office.com. Beneath the Search for online templates box, select Databases . Then, in the Search box, enter one or more keywords. 2. Enter a name for your new database, and select its location. Then, select Create .

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Messages you might see If you see any of the following messages, here’s what to do: If you see this Do this Login dialog box with an empty list of users 1. Select New User , and then fill in the User Details form. 2. Select Save & Close . 3. Select the user name you just entered and then sign in. Getting Started page To learn more about the database, use the links on the page, or, to explore the database select other buttons and tabs. Create a database from scratch If you don’t find the template you need, create your own. 1. Open Access (or select File > New ), and select Blank desktop database .

2. Enter a file name, and then click Create . To save to file in a specific location, select Browse . Access creates the database with an empty table named Table1 and then opens Table1 in Datasheet view. It automatically adds a column, called ID, for the primary key. 3. Table1 isn’t saved automatically, so be sure to save it, even if you haven’t changed it. You’re almost ready to enter data. But first, you need to define fields for the table, use Access to add other tables with fields, and then create relationships between them. For instructions, start with the Build tables and set data types module in this course. Create an Access web app Important: Access Services 2010 and Access Services 2013 are being removed from the next release of SharePoint. We recommend you do not create new web apps, and migrate your existing apps to an alternative platform, such as Microsoft Power Apps . View and sort data online, using any device, in an Access web app—even if you don’t have Access. The fastest way to get started is by using a template.

Create an Access web app from a template When you select a template, Access assembles an app that contains the tables you probably would have added yourself if you had started from scratch. Note: To create an Access web app, you need Microsoft 365 with SharePoint Online, on-premises SharePoint Server 2013, or SharePoint Server 2016 with Access Services and SQL Server 2012 (or higher). Tip: If you need to close a database, select File > Close . 1. Open Access, and select a web app template. (Web app templates have a picture of a globe in the background.) Tip: If you don’t see the template you want, under the Search for online templates box, select Databases . Then, to find database templates on Office.com, enter one or more keywords in the search box. 2. Enter a name for your new app. 3. From the list, select its location. (Or enter a SharePoint URL or a Microsoft 365 URL.) 4. Then, select Create .

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Create an Access web app from scratch Creating an Access web app from scratch is very similar to creating one from templates. The biggest difference is that you create the tables in your web app. 1. Open Access, and select Custom web app . 2. Enter a name for your new web app, and select its location. Then, select Create . 3. Add structured or blank tables to the web app, or create tables from existing data sources. Search for a table template based on the type of

information you want to track, create a table from the existing source data, or add a blank table to customize yourself.