Let’s Discuss How To Manage Databases and Objects In Microsoft Access 2016

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Each Access database comprises of different items that let you associate with information. Databases can incorporate structures for entering information, questions for seeking inside it, reports for investigating it, and tables for putting away it. At whatever point you work with your database, you are working with a significant number of these items on the double. Luckily, Access makes dealing with these articles truly simple.

In this lesson, you will figure out how to open and close databases, and also how to open, close, and spare articles.

All through this instructional exercise, we will utilize an example database. In the event that you might want to take after along, you’ll have to download our Access 2016 example database. You should approach 2016 introduced on your PC keeping in mind the end goal to open the case.

To open a current database:

Before you enter information or change your articles, you should open your database.

  1. Select the File tab to go to Backstage view.

Clicking the File tab

2. Snap Open.

Clicking Open

3. Snap Browse.

Clicking Browse

The Open exchange box will show up. Find and select the database, at that point click Open.

Opening an Access database

At least one notice messages may show up when you open your database. In the event that the database contains altered capacities, a yellow bar with a security cautioning may show up underneath the Ribbon. On the off chance that you put stock in the wellspring of your database, click Enable Content for your database to show effectively.

Enabling database content

In the wake of empowering all substance in the database, you may see a message inquiring as to whether you need to make the database a Trusted Document. Snap Yes on the off chance that you might want all substance to be consequently empowered each time you open the database.

Making the database a trusted document

You may likewise be incited to sign in to the database. Select your name from the login list. On the off chance that your name does not show up, click Add User to enter your data.

To close a database:

  1. Select the File tab to go to Backstage view.

2. Select Close.

Clicking Close

On the off chance that you have any unsaved items, a discourse box will show up for every one inquiring as to whether you might want to spare it. Select Yes to spare the protest, No to close it without sparing, or Cancel to leave your database open.

Saving unsaved objects

Working with objects

It’s useful to think about your database as a huge folio or envelope in which you store your information. The information itself is contained in database objects. Access regards every one of these items as discrete archives, which implies you should open and spare them exclusively keeping in mind the end goal to work with them.

You may have seen that this lesson contains no guidelines for sparing a database. This is on the grounds that you can’t spare a whole database without a moment’s delay. Or maybe, you should exclusively spare the articles contained inside the database.

To open a protest:

1. In the Navigation sheet, find and double tap the coveted protest.

Opening an object

2. The protest will show up as a tab in the Document Tabs bar.

The object opened in Access

3. As a matter of course, the most as of late opened protest will show up in the primary window as the present question. To see another open question, click its tab in the Document Tabs bar.

Clicking a tab to open a different object

Sparing items

You’ll have to spare any progressions you make to each question before shutting your database. Keep in mind, sparing early and frequently can keep your work from being lost. Be that as it may, you will likewise be provoked to spare any unsaved work when you endeavor to close your database.

To spare another protest:

1. Select the question you need to spare by clicking its tab in the Document Tabs bar.

2. Tap the Save charge on the Quick Access Toolbar, or press Ctrl+S on your console.

Clicking the Save command

3. The first occasion when you spare a protest, you will be incited to name it. Enter the coveted question name, at that point click OK.

Saving an object

The protest will be spared. Tap the Save charge again to spare any progressions to the question.

To close a question:

  1. Select the question you need to close, at that point tap the X to one side of the Document Tabs bar.

Closing an object

2. On the off chance that there are any unsaved changes to the question, you will be incited to spare it. Select Yes to spare, No to close it without sparing your progressions, and Cancel to leave the question open.

You can likewise close a question by right-clicking its tab on the Document Tabs bar and choosing Close. Select Close All to close all open items.

Right-clicking to close an object

To rename a question:

1. In the event that the question you need to rename is open, close it.

2. In the Navigation sheet, right-tap the coveted protest, at that point select Rename.

Clicking Rename

3. Sort the new protest name, at that point press Enter on your console.

Renaming an object

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Let’s Discuss Query Design Options In Microsoft Access

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Access offers a few choices that let you outline and run questions that arrival precisely the data you’re searching for. For example, consider the possibility that you have to discover what number of something exists inside your database. For sure on the off chance that you might want your question results to consequently be arranged a specific way? On the off chance that you know how to utilize Access’ inquiry choices, you can outline any question you need.

All through this instructional exercise, we will utilize an example database. On the off chance that you might want to take after along, you’ll have to download our Access 2013 example database. You should approach 2013 introduced on your PC keeping in mind the end goal to open the illustration.

Changing inquiries

Access offers a few choices for improving your inquiries work for you. Notwithstanding changing your inquiry criteria and joins after you fabricate your questions, you can sort and conceal fields in your inquiry comes about.

To alter your inquiry:

When you open a current inquiry in Access, it is shown in Datasheet see, which means you will see your question brings about a table. To alter your inquiry, you should enter Design see, the view you utilized while making it. There are two approaches to change to Design see:

  • On the Home tab of the Ribbon, tap the View order. Select Design View starting from the drop menu that shows up.

Screenshot of Access 2013

  • In the base right corner of your Access window, find the little view symbols. Tap the Design View symbol, which is the symbol most distant to one side.

Screenshot of Access 2013

Once in Design see, roll out the coveted improvements, at that point select the Run order to see your refreshed outcomes.

You may see that Access likewise offers SQL see. You can disregard this. SQL see enables you to make propelled capacities that you won’t have to use for this instructional exercise or for most Access capacities.

Arranging inquiries

Access enables you to apply various sorts without a moment’s delay while you’re planning your question. This enables you to see your information precisely the way you need.

A sort that incorporates in excess of one arranged field is known as a multilevel sort. A multilevel sort enables you to apply an underlying sort, at that point additionally arrange information with extra sorts. For example, on the off chance that you had a table loaded with clients and their locations, you may decide to first sort the records by city, at that point one after another in order by last name.

At the point when in excess of one sort is incorporated into an inquiry, Access peruses the sorts from left to right. This implies the furthest left sort will be connected first. In the case underneath, clients will be arranged first by the City where they live and after that by the Zip Code inside that city.

Screenshot of Access 2013

To apply a multilevel sort:

  • Open the inquiry and change to Design see.
  • Find the field you need to sort first. In the Sort: push, tap the drop-down bolt to choose either an Ascending or Descending sort.

Screenshot of Access 2013

  • Rehash the procedure in alternate fields to include extra sorts. Keep in mind, the sorts are connected from left to right, so any extra sorts must be connected to fields situated to one side of your essential sort. On the off chance that important, you can improve the fields by tapping the highest point of a field and dragging it to another area.

Screenshot of Access 2013

  • To apply the sort, tap the Run charge.

Screenshot of Access 2013

  • Your inquiry results will show up with the coveted sort.

Screenshot of Access 2013

You can likewise apply multilevel sorts to tables that don’t have inquiries connected to them. On the Home tab on the Ribbon, select the Advanced drop-down order in the Sort and Filter gathering. From the menu that shows up, select Advanced Filter/Sort and make the multilevel sort as you regularly would. When you’re done, tap the Toggle Filter summon to apply your sort.

Screenshot of Access 2013

Concealing fields inside inquiries

Once in a while you may have fields that contain imperative criteria, yet you should not have to really observe the data from that field in the last outcomes. For instance, take one of the questions we worked in our last lesson: an inquiry to discover the names and contact data of clients who had put orders. We included Order ID numbers in our inquiry since we needed to ensure we just pulled clients who had put orders.

Notwithstanding, we truly didn’t have to see this data in our last inquiry comes about. Truth be told, in the event that we were simply searching for client names and addresses, seeing the request number blended in there might have been diverting. Luckily, Access makes it simple to shroud fields while as yet including any criteria they contain.

To conceal a field inside a question:

  1. Open the question and change to Design see.
  2. Find the field you need to cover up.
  3. Tap the checkbox in the Show: column to uncheck it.Screenshot of Access 2013
  4. To see the refreshed question, select the Run charge. The field will be covered up.

To unhide a concealed field, essentially come back to Design view and tap the checkbox in the field’s Show: push once more.

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How To Find Different Record In Microsoft Access 2003

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Before the finish of this exercise, you ought to have the capacity to:

  • Play out a basic find
  • Utilize a trump card to discover a record

Performing a simple find

When you have a to a great degree substantial database comprising of thousands of records, you may need to rapidly find one of them. Access gives a simple method to discover singular records: the Find work.

To utilize the Find work:

  • Snap anyplace in the field that contains the information you need to look (e.g., Last Name).
  • Pick EditFind on the menu bar, or tap the Find catch on the toolbar to open the Find and Replace discourse box.
  • In the Find What field, type the data you need to look for. It might be a last name (e.g., Manning) or a bit of the last name (e.g., Man).

Find and Replace Dialog Box

  • The Look In drop-down box defaults to the field or section where the cursor was situated when the Find was started. You can leave the definition as is whether you know the data is contained in this field, or you can choose Search the whole table starting from the drop menu list.

Look In Field

  • In the Match field Access defaults to Whole Field, however you can alternatively choose either Any Part of Field or Start of Field.

Match Field

  • Tap the Find Next catch to look for the principal event of a record that matches the inquiry.

Playing out a straightforward find

  • Tap the Cancel catch if the record was found. The Find and Replace exchange box will close.
  • Or on the other hand
  • Tap the Find Next catch to look for the following record that meets the Find criteria.
  • In the occasion that Access did not discover a counterpart for the hunt, the Office Assistant will fly up to illuminate you that there were no coordinated records found.Item Not Found Dialog Box

To look for a record utilizing a special case:

  • Pick EditFind on the menu bar, or tap the Find catch on the toolbar to open the Find and Replace exchange box.
  • In the Find What field, type the trump card blend (e.g., B*) to locate the main record where the Last Name starts with the letter B.

Found Record

  • Tap the Find Next catch to start the inquiry. The main record found that matches the pursuit is featured.

Found Record

  • (The Office Assistant will give warning if no coordinating records were found.)
  • Tap the Cancel catch if the record was found. The Find and Replace discourse box will close.
  • Or on the other hand
  • Tap the Find Next catch to scan for the following record that meets the Find criteria.

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Introducing New Connectors In Microsoft Access 2013

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New Connectors:

Last November, we shared our arrangement to include an arrangement of present day information connectors that will empower Office ProPlus clients to extend what is conceivable in their associations.

  • Today, we are satisfied to declare the expansion of two new connectors in our portfolio: Microsoft Dynamics and Salesforce. These two connectors are taking off to clients with Office 365 ProPlus, E3, or E5 designs.


  • Access incorporates a rich arrangement of outside information connectors, among which you can discover SQL Server, Azure SQL, Excel, SharePoint, Oracle, and that’s only the tip of the iceberg.
  • The new MS Dynamics and Salesforce information connectors in Access can be utilized as a part of an assortment of situations, supporting bringing in from, or connecting to outside information sources.


Expanding the arrangement of outer information connectors empowers new situations for Access clients who wish to coordinate line of business information from various information sources into one intelligible arrangement in Access, and we will keep on releasing connectors to associate current information sources to Access.

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Introducing New and Modern Chart Types In Microsoft Access


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When chatting with Access clients, we regularly find out about the key part that Access reports play for chiefs hoping to draw effective bits of knowledge out of their business’ information. The want for Access to give a fresher, more current information representations – and additionally a streamlined procedure for making those perceptions – has been conspicuous in these discussions and also in different channels, for example, User Voice.

  • Today, the Access group is eager to uncover our reaction to these worries: another arrangement of cleaner, more spellbinding Access outlines that give more approaches to imagine your information and present it in another and current way.
  • Make proper acquaintance with the as good as ever Column, Line, Bar, Pie, and Combo diagrams! Every one of these outline writes can without much of a stretch be added to a frame or answer to imagine your information and enable you to settle on more educated choices.


Section Chart


Line Chart


Bar Chart


Pie Chart


Combo Chart

Each outline can be redone to fit your particular needs utilizing the new and natural Chart Settings sheet and the well-known Property Sheet. Utilize these highlights to change the style and design of the diagram, include graph components like legends and information marks, and tweak the textual styles and hues.

These updates are accessible as a component of an Office 365 membership. On the off chance that you are an Office 365 endorser, discover how to get these most recent updates.

            Present day and Classic Side By Side

We understand that numerous current client arrangements depend on the current (otherwise known as exemplary) graphs, and those arrangements will keep on working – you’ll simply have more alternatives to browse. Access designers can utilize the new graphs close by the exemplary diagrams inside a similar arrangement, and progress to the new outlines at the pace they want.


We trust you’ll try the new graphs – we’d love your input! We’re continually searching for more approaches to make strides.

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How To Create Reports In Microsoft Access 2016


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On the off chance that you have to impart data from your database to somebody yet don’t need that individual really working with your database, consider making a report. Reports enable you to arrange and display your information in a peruser well disposed, outwardly engaging configuration. Access makes it simple to make and alter a report utilizing information from any question or table in your database.

  • All through this instructional exercise, we will utilize an example database. In the event that you might want to take after along, you’ll have to download our Access 2016 example database. You should approach 2016 introduced on your PC keeping in mind the end goal to open the case.

                         To make a report:

Reports enable you to show parts of your database in a simple to-peruse, printable organization. Access gives you a chance to make reports from the two tables and questions.

1. Open the table or question you need to use in your report. We need to print a rundown of treats we’ve sold, so we’ll open the Cookies Sold inquiry.

The Cookies Sold query

 2. Select the Create tab on the Ribbon. Find the Reports gathering, at that point tap the Report order.

Clicking the Report command

3.  Access will make another report in light of your protest.

4.  It’s imaginable that a portion of your information will be situated on the opposite side of the page break. To settle this, resize your fields. Just select a field, at that point snap and drag its edge until the point that the field is the coveted size. Rehash with extra fields until the point when the greater part of your fields fit.

Resizing fields in the report

5. To spare your report, tap the Save summon on the Quick Access Toolbar. Whenever provoked, type a name for your report, at that point click OK.

Saving and naming the report

Much the same as tables and inquiries, reports can be arranged and separated. Just right-tap the field you need to sort or channel, at that point select the coveted choice from the menu.

                       Erasing fields

You may find that your report contains a few fields you don’t generally need to see. For example, our report contains the Zip Code field, which isn’t essential in a rundown of requests. Luckily, you can erase fields in reports without influencing the table or inquiry where you snatched your information.

                        To erase a field in a report:

1.  Snap any cell in the field you need to erase, at that point press the Delete key on your console.

Deleting a field

2. The field will be erased.

When you erase a field, make sure to erase its header too. Just select the header and press the Delete key.

Deleting a field header after deleting the related field

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How To Work with Tables In Microsoft Access

Microsoft Access -Tables

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While there are four types of database objects in Access, tables are arguably the most important. Even when you’re using forms, queries, and reports, you’re still working with tables because that’s where all of your data is stored. Tables are at the heart of any database, so it’s important to understand how to use them.

In this lesson, you will learn how to open tables, create and edit records, and modify the appearance of your table to make it easier to view and work with.

Throughout this tutorial, we will be using a sample database. If you would like to follow along, you’ll need to download our Access 2013 sample database. You will need to have Access 2013 installed on your computer in order to open the example.

                                                                 Table basics
    To open an existing table:
1. Open your database, and locate the Navigation pane.
2. In the Navigation pane, locate the table you want to open. Tables are marked with the icon.
3. Double-click the desired table. It will open and appear as a tab in the Document Tabs bar.
Screenshot of Access 2013
        Understanding tables
All tables are composed of horizontal rows and vertical columns, with small rectangles called cells in the places where rows and columns intersect. In Access, rows and columns are referred to as records and fields.

Screenshot of Access 2013

A field is a way of organizing information by type. Think of the field name as a question and every cell within that field as a response to that question.

Screenshot of Access 2013

A record is one unit of information. Every cell on a given row is part of that row’s record. Each record has its own ID number. Within a table, each ID number is unique to its record and refers to all of the information within that record. The ID number for a record cannot be changed.

Screenshot of Access 2013
Each cell of data in your table is part of both a field and a record. For instance, if you had a table of names and contact information, each person would be represented by a record, and each piece of information about each person—name, phone number, address, and so on—would be contained within a distinct field on that record’s row.

  • Click the buttons in the interactive below to learn how to navigate a table.

labeled graphic
     Navigating within tables
To navigate through records in a table, you can use the up and down arrow keys, scroll up and down, or use the arrows in the Record Navigation bar located at the bottom of your table. You can also find any record in the currently open table by searching for it using the record search box. Simply place your cursor in the search box, type any word that appears in the record you want to find, and press the Enter key. To view additional records that match your search, press Enter again.

Screenshot of Access 2013

To navigate between fields, you can use the left and right arrow keys or scroll left and right.

           Adding records and entering data
Entering data into tables in Access is similar to entering data in Excel. To work with records, you’ll have to enter data into cells. If you need help entering data into records, you might want to review our Cell Basics lesson from our Excel 2013 tutorial.

To add a new record:
There are three ways to add a new record to a table:

1. In the Records group on the Home tab, click the New command.
Screenshot of Access 2013
2. On the Record Navigation bar at the bottom of the window, click the New record button.
Screenshot of Access 2013
3. Begin typing in the row below your last added record.
Screenshot of Access 2013
Sometimes when you enter information into a record, a window will pop up to tell you that the information you’ve entered is invalid. This means the field you’re working with has a validation rule, which is a rule about the type of data that can appear in that field. Click OK, then follow the instructions in the pop-up window to re-enter your data.

Screenshot of Access 2013
To save a record:
Access is designed to save records automatically. After you enter a record, you can either select a different record or close the object, and Access will save the record. However, in certain situations you may want to save a record manually. For example, if you needed to edit an existing record, you could save the record to ensure your changes are saved.

Select the Home tab, and locate the Records group.
Click the Save command. The record will be saved.

Screenshot of Access 2013

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Office 365 and Microsoft 365 Training for your Business

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We released new Office 365 training last year. Since then we’ve heard positive feedback and requests for more!

So now we’ve made it easy to find the latest training direct from the Office 365 or Microsoft 365 admin center – choose the training option that interests you.

Admin Center.png


New training way-finder

Choose “Train yourself” to get training for business owners, admins, or IT Pros.  You’ll also find new training for Teams and Yammer plus Microsoft 365.


Office 365 training for small businesses

For small business owners or admins, learn how to set up Office 365 for your business, use communications tools for email and meetings, store and share files in the cloud, and manage your employees and the service in the Admin center.

Small_biz_train.pngShort videos help you get started with Office 365.

For routine admin tasks like reassigning licenses, you’ll find a series of short videos under Management tasks.

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Office 365 training for IT pros

For enterprise admins or IT pros, ramp up on critical skills for Office 365 deployment, administration, and internal help desk support. Choose the LinkedIn Learning option in the admin center to view over 7 hours of premium video training for free in partnership with LinkedIn Learning. There you will find the option to get a LinkedIn Learning trial or paid subscription if you like.

LIL.pngVideo training brought to you by LinkedIn Learning

Office 365 training for end users

For everyone else, including employees and end users, get the most out of Office 365 with training, Quick Start guides, templates, infographics, cheat sheets, and more. Choose Train your people in the Admin center .Training_Center.pngOffice 365 Training Center

Let us know what you or your customers think. What did we miss? What could be better?

Thank you! Susan Potter & Tom Werner, Office 365 Content.

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Creating an Access Database


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01. Beginning

Numerous individuals make their first database utilizing one of the numerous free Access 2013 database layouts. Lamentably, this isn’t generally an alternative, as you now and then need to make a database with business necessities that aren’t met by one of the accessible layouts. In this article, we walk you through the way toward outlining your own Access database without the utilization of a layout.

To start, open Microsoft Access. The directions and pictures in this article are for Microsoft Access 2013. In case you’re utilizing a prior adaptation of Access, see Creating an Access 2007 Database from Scratch or Creating an Access 2010 Database from Scratch.

02. Make a Blank Access Database


Numerous individuals make their first database utilizing one of the numerous free Access 2013 database formats. Tragically, this isn’t generally a choice, as you in some cases need to make a database with business necessities that aren’t met by one of the accessible layouts. In this article, we walk you through the way toward outlining your own Access database without the utilization of a layout.

To start, open Microsoft Access. The guidelines and pictures in this article are for Microsoft Access 2013. In case you’re

utilizing a prior variant of Access, see Creating an Access 2007 Database from Scratch or Creating an Access 2010 Database from Scratch.

Once you’ve opened Access 2013, you will see the Getting Started screen appeared previously. This exhibits the capacity to look through the numerous formats accessible for Microsoft Access databases, and additionally peruse the databases that you’ve as of late opened. We won’t utilize a layout in this case, be that as it may, so you should look through the rundown and find the “Clear work area database” section. Single-tick on this passage once you find it.

03. Name Your Access 2013 Database

When you tap on “Clear work area database”, you’ll see the fly up appeared in the outline above. This window prompts you to give a name to your new database. It’s best to pick an unmistakable name, (for example, “Representative Records” or “Deals History”) that enables you to effectively distinguish the motivation behind the database when you later peruse the rundown. On the off chance that you would prefer not to spare the database in the default organizer (appeared beneath the textbox), you may transform it by tapping on the envelope symbol. Once you’ve indicated the database document’s name and area, tap the Create catch to make your database.

04. Add Tables To Your Access Database

Access will now give you a spreadsheet-style interface, appeared in the picture over, that encourages you make your database tables.

The main spreadsheet will enable you to make your first table. As should be obvious in the picture above, Access starts by making an AutoNumber field named ID that you can use as your essential key. To make extra fields, just double tap on the best cell in a section (the line with a dim shading) and select the information compose you might want to utilize. You may then write the name of the field into that cell. You would then be able to utilize the controls in the Ribbon to tweak the field.

Keep including fields in this same way until you’ve made your whole table. Once you’ve wrapped up the table, tap the Save symbol on the Quick Access toolbar. Access will then approach you to give a name to your table. You can likewise make extra tables by choosing the Table symbol in the Create tab of the Access Ribbon.

In the event that you require help gathering your data into suitable tables, you may wish to peruse our article What is a Database? that clarifies the structure of database tables. In case you’re experiencing issues exploring in Access 2013 or utilizing the Access Ribbon or Quick Access toolbar, read our article Access 2013 User Interface Tour.

05. Keep Building Your Access Database

Once you’ve made the greater part of your tables, you’ll need to keep dealing with your Access database by including connections, structures, reports and different highlights. Visit our Microsoft Access Tutorials segment to get help with these Access highlights.

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Mastercard disrupts payment industry with innovation driven by Microsoft 365

Mastercard disrupt

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Disruption in the payment industry is all about simplification, expedience, and secure global connections. Master card is leading the charge to a “world beyond cash,” creating products and services such as the company’s new digital wallet, Master pass, and tokenization solutions that improve the security of digital payments. These advances continue the company’s long history of innovation, rooted firmly in its culture and people. That’s why it’s so exciting that Master card uses Microsoft 365 to incentivize and engage its employees through highly secure, modern workplaces—where creative collaboration happens as quickly and seamlessly as any Master card payment.

Here’s what Ed McLaughlin, president of Mastercard Operations and Technology, has to say about the company’s adoption of Microsoft Cloud solutions:

“Mastercard connects people, financial institutions, merchants, and businesses across the globe. As one of the largest technology companies in the payments space, we give our employees the tools they need to deliver continual innovation to our customers and do it securely. We selected Microsoft 365 to support a modern workplace for our 11,900 employees, giving them the capability to collaborate on the fly and deliver their best work.”

I like to think of how we are amplifying the ingenuity and creative thinking that goes on every day at Master card through continuous improvements to the Office 365 platform. For example, we are weaving Microsoft machine learning and AI capabilities throughout Office 365 apps. One new feature, Insights in Excel, automatically highlights patterns, outliers, and trends in data, so employees see different perspectives on their business information to spark new ideas.

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