An employee database is essential for any type of business. Microsoft Access is a great database management program that you can use to easily manage significant information. Read on to learn how to build an employee database with Microsoft Access. The steps outlined are specific for Microsoft Access 2003, so steps may vary for other versions of Microsoft Access.
1. Load up Microsoft Access on your computer.
Once Microsoft Access is open, click on the ‘New’ icon or go to ‘File’ from the menu bar and select ‘New’. Select ‘Blank Database’ and the ‘File New Database’ dialog box will appear. Specify the location where the file will be saved, type in the name for the file and then click ‘Create’.
2. Create a table with the aid of the Table Wizard.
The ‘Database File Format’ dialog box will appear. Select ‘Tables’ on the right-hand side under ‘Objects’ and then double click on ‘Create table by using wizard’.
3. Choose the fields to be included in the table.
The ‘Table Wizard’ will materialize on the screen, put a mark on the ‘Business’ radio button and select ‘Employees’ from the ‘Sample Tables’ section. Even if the table is specific for employee information, you can also add fields from other sample tables. From the ‘Sample Fields’ section, double-click on each field name that you want to be included in the table. Examples of fields that you can add are Department Name, Employee Number, First Name, Middle Name, Last Name, Address, Birth Date and Date Hired. If you want to change the name of the field to something else apart from the one provided in the sample, just click on the ‘Rename Field’ button and type the new name. Once you are done selecting the field names for the table, click ‘Next’. Type a name specific for this table, click ‘Next’ and ‘Finish’.
4. Enter the data on the table you created.
The fields that you have selected earlier will now be the name of each column in the table. Enter all the details necessary to complete the table.
5. Create a new table when necessary.
You can create as many tables as necessary for the Employee’s database. To do so, just click on ‘New’ from the ‘Database File Format’ dialog box and then click again on ‘Create table by using wizard’. Go through the steps outlined in Step 3. Click ‘Next’ and specify a name for the new table, click ‘Next’ again and click on ‘Relationships’ if the new table will be related to the first one you have created, click ‘Next’ and then ‘Finish’. Save the file once you are done creating all the tables for your employee database.
Microsoft Access looks like an Excel spreadsheet, but managing your database is made much easier. Because of the relationships of each table that you have specified, updating and managing the information can be done easily, as well as creating Reports and Queries on the database.