Getting Started

Lesson 3: Blank DB, Interface, Overlapping Windows

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In Lesson 3, we are getting started by creating a new blank database in Microsoft Access. We will talk about the Access interface, walk through finding and launching the program, discuss how to pin Access to your taskbar, and explain why Access starts differently from Word or Excel. I will show you how to create and name your first database file, introduce the basic parts of the Access window, and describe how to adjust the navigation pane and ribbon. We will also walk through switching from the default tabbed document interface to overlapping windows and discuss what to do if you see a security warning.

Navigation

Prev: Lesson 02
Next: Lesson 04

Keywords

Access Beginner, create blank database, Access interface, overlapping windows, tabbed document interface, enable file extensions, navigation pane, ribbon menu, quick launch toolbar, status bar, trusted folder, enable content, security warning, file name,

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Intro

In lesson three, we are getting started by creating a new blank database in Microsoft Access. We will talk about the Access interface, walk through finding and launching the program, discuss how to pin Access to your taskbar, and explain why Access starts differently from Word or Excel. I will show you how to create and name your first database file, introduce the basic parts of the Access window, and describe how to adjust the navigation pane and ribbon. We will also walk through switching from the default tabbed document interface to overlapping windows and discuss what to do if you see a security warning.

Transcript

In lesson three, we are going to get started creating a new blank database. We will talk about the Access interface. I will show you how to turn on overlapping windows, which I prefer over the tabbed document interface. I will also show you what to do if you get that security warning.

Let's begin by starting up Microsoft Access. I am using Windows 10, so I am going to click on my Start button, and then find Access. If you cannot find it on your menu, just come down here in the search bar and type in Access. And there it is right there.

If you are not familiar with basic Windows usage, you should go take my Windows Beginner 1 class. I am not going to take the time to cover basic Windows topics in this class. For example, certain things like minimizing and maximizing, closing a window, using the title bar to drag a window around. I am not going to cover all that, so go take the Windows Beginner 1 class if you are new to using a computer.

Now, if you are planning on using Access a lot while you are learning it, and I hope you are, come down here on the Windows Taskbar, right-click on the Access logo, and go to Pin to Taskbar. That way, even when Access is closed, you will still be able to open it by clicking right there.

When you start Microsoft Access, you are going to see this screen. Unlike other programs in the Microsoft Office suite like Word and Excel, Access does not automatically start you in a blank document. In Excel, you get a blank spreadsheet, and in Word you get a blank Word document. Access is different. You have to create your own blank database shell to put all your stuff in. All of your tables and queries and forms and reports and later on your macros and your modules, all of that stuff goes in one Access database file.

Right here you will see where it says New Blank Database. That is what we are going to use. Over to the right here you see some templates. There is asset tracking, contacts, students, event management. If you click here, you will see a ton more. Templates are basically databases that someone else has already built for you. If you are looking to get up and running fast and you need a contact database, go ahead. Start up the contact template. Play with it. See if you like it. That is actually how I learned initially when I was learning Access. Way back in 1994, there was a template, just one, that came with Microsoft Access called the Northwind Traders Database. It was your typical company database with contacts and orders and customers and all that. I tore that thing apart. Between that and a few different books, that is how I taught myself Access.

Feel free to play with these templates, experiment with them, have fun with them. You are not going to break anything. But we are here today to learn how to build a database from scratch, so we are going to skip the templates. I do have some other videos where I cover a few of these templates. Go to my website and click on the search bar and type in templates if you are interested in learning more about those. I do not cover them in my normal classes because we are here to learn how to build our own database.

I have a Microsoft 365 subscription, which as of right now is February 2021. This is roughly equivalent to Access 2019 or 2016. With the subscription, you constantly get new updates and new features. So Microsoft is always tweaking little things here and there. The core of Microsoft Access really has not changed much since 2007. But there have been minor little adjustments and tweaks and some tiny little changes here and there. So that stuff can be confusing for beginners. That is why I like to re-record Access Beginner 1, sometimes 2, every few years. But as you get into my more advanced lessons, you will see Access really is the same thing.

The reason why I mention that is do not hate me if your screen looks a little different from mine because sometimes Microsoft likes to make little changes.

So let's go ahead and click on Blank Database. Now Access wants us to give the database a file name and to pick the location where we want to save it. By default it will be saved in your Windows User Documents folder. There is mine. You can change it if you want by browsing here. I am going to leave mine where it is. The file name is database1.accdb.

Now, ACCDB is the Windows file extension. Microsoft actually used to hide that. I think it is important for you to have them on. If you have Windows 10 now, the default is you will see that file extension again. If you do not see that there and you want to know how to turn Windows file extensions on, go to my website and search for Windows File Extensions. You will find a video that explains how to do it. I will put a link to it down in the description below the video.

Now mine says database1. That is because this is actually the first database that I will be building on this brand new machine. I just got a brand new laptop. Just for you guys. No, I am just kidding. It's for me for recording classes. But I have not made any databases yet. So it says database1.

We are going to change this though. We are going to change database1 right here to something else. So delete that. Now, in this course we are going to be building a fictional database for a fictitious company called PCResil. Basically, they take old computers and they refurbish them and they resell them. When I first did my very first Access class, now we are going back to the 90s, I actually was in the PC business and you could actually make money reselling computers. Flash forward down to 2021 and you can buy a brand new state of the art laptop for less than $500.

So, PCResil is a fictitious company that has not been around since the 90s, but we are still going to build a database for it. So right here for the file name, type in PCResil. And like I said, build the database with me. Do not try to do your own thing just yet. There will be time for that. Press enter.

Access has now created a blank database file and it is trying to get us to build table1, our first table. Now, I particularly do not care for this method of building a table. They start you off with an ID field, which we will talk about in a second, and they want you to add more fields by just clicking here and typing in data. Not the way I like to build tables. I like to define the table first, the structure of the table, then we will add data to it. Building a table is not like just typing data into an Excel spreadsheet. So we are going to do it differently.

They have switched things around like this to make it easy for new Access users, but I am going to show you the right way to do it. So let's just close table1 right here. It will go away and now we are just left sitting at our blank database shell.

Real quick tour of the interface. Across the top here is your title bar where you can see the path and file name of your database. If you have a Microsoft account, you will see the account that you are logged on with here. You should have done this when you installed Office. If not, do not worry too much about it. And no, that is not a real email address. That is my username on Microsoft's website. Do not email me there because I will not get it. If you have to email me, go to the contact page on my website. You will find my email address there.

You have your minimize, maximize, close buttons over here. Over on the left hand side, this is the quick launch toolbar where you can put things like save and undo and other things. I will show you how to add things. I like to add form design and a few other things to the quick launch toolbar. We will talk about that in a future lesson.

Now, this thing here is called the ribbon. The ribbon is their big menu system. Back in the old days before 2007, we just had the simple file edit view menu. And that was what I was used to. Then Microsoft introduced this ribbon in 2007 and threw everybody for a loop. But I will be honest, after getting used to it and working with it for the past, what, 13 years now, I really do like it. It is a vast improvement over older versions of the menu system. The ribbon is dynamic and will change based on what you are doing. If you click on a picture, you will see options for pictures, for example. If you are editing a query, the ribbon changes and shows you query design stuff. So it is really cool.

Now, over to the left here, this is the thing called the navigation pane. This is where all of your objects are going to show up. All of your tables, your queries, your forms, your reports. Here is another database that I built previously. This is my TechHelp free template. You can actually download a copy of this on my website if you want to. It is a free template. I will put a link to it down in the description below the video. But here you can see all my tables, my queries, my forms, a couple of reports. There is a main menu. You can open that up. Go to the customer list. These are all forms that we work with on our screen. Open a customer, open up his orders, print an invoice report. All kinds of stuff you can do off them inside your database. All of these objects are stored here in your navigation pane.

If you need more space on the screen and you are not designing your database, you are just working with it, you can actually minimize the navigation pane and the ribbon to save some space. This is handy if you have a small monitor or, like me, when I am recording videos. I am only recording a small window on my screen. So I want to use more screen space.

You can resize the navigation pane right here by just grabbing that border and dragging it. See that? Or you can close it, minimize it basically, and open it back up again with that chevron. You can also minimize the ribbon by just simply clicking on any one of these tab headers up here, like double-click on the Create, and it minimizes. So now you have plenty more space down here. This is handy when you are working with the database and you want to fit a bunch of forms on the screen, but you are not doing any design work so you do not need to have to have these. You can click on these to bring up the menus, and then when you click on something else it goes away, or you can double-click again to leave it open.

I am going to leave it open for class just so everything is nice and within our reach. And the forms and reports we are building in class are going to be nice and small. But I have seen some pretty big databases with some large forms. So if you need more space, that is how you can get it. Now, depending on the size of your Access window, your ribbon might look different. For example, if I come over here and if I resize Access, notice how the ribbon kind of scrunches up. You want to click on these buttons to open those up. So if my menus look a little bit different from yours, do not panic.

As with everything in Microsoft Office, there are five, six, or ten different ways to do everything. So in addition to double-clicking on the ribbon tabs, for example, you can right-click and go to collapse the ribbon. That will collapse the ribbon. I like to find one way that works for me and that is double-clicking. Then I just stick with that. But yes, people always say, oh, you could do this too. Yes, of course you can. There are a million different ways to do everything in Microsoft Office.

Down here on the bottom you get the status bar. Usually it sits there and says ready. But you might also see messages there. If Access is in the middle of processing a large query, for example, it is crunching numbers. You might see calculating. Depending on what you are doing, if you are designing something, you might see design view F6 to switch panes, that kind of stuff. You can actually program in prompts for your user. So if you are building a database for other people to work with and they do not know what a particular field is, for the first name field, for example, you could put a caption in there that says, this is the customer's first name. Obviously, that is a simple one. But if you have something like customer since, they might not know what that means. You can explain it to them down in the status bar. Of course, Access will also show you error messages.

I just did a video this morning for my TechHelp series. The error message is, the recordset is not updateable. Lots of people ask me what does that mean. So I explained it in a video this morning. Down here in the bottom right corner you will see different indicators for the num lock key and the caps lock key and that kind of stuff.

Before we actually get into building our first database, there are some interface changes that I want to make. This is totally my preference, the way that I like to build Access databases. You do not have to make these changes if you do not want to, but if you are going to be learning from me, I strongly recommend that you do.

The biggest change that I want to make is that by default, Access puts you in what is called the tabbed interface where every table, query, form, and report shows up in different tabs like this. Each tab takes up the full screen. I do not like this. I think it is difficult to work with databases like this. You have this report, you have this form, you have this table. It is just hard to work with it like this. I do not like this at all. I do not like the way it looks. I do not like the way it operates.

I like my databases to look like this. This is called overlapping forms. When you open multiple objects, they are windows inside of the Access window. Here is a form, that is its own window. Here is an order form, that is its own window. If I want to open up a table directly, it has its own window. They are not big tabs taking up the whole screen. You can have stuff side by side if you want to. I prefer this. This is the original layout that Microsoft Access came with, and I want to return Access to this. I do not like the tabs.

Now, I used to wait till beginner level 2 to show people how to do this. I would go through beginner level 1 using the tabs. Over the last couple of years, I have said to myself, why do I do that? Let's just get it over with right up front. Let me show you how to turn on the overlapping windows.

We are going to click on File, and then come down to Options. That brings up the Access Options window. Go to Current Database, click on Overlapping Windows, turn off the tab documents. I hate that. Then click OK.

Access says you have to close it and reopen the database for this specified option to take effect. Go ahead and hit OK. Shut down Access. Come on down here in the taskbar, click on the Access logo. Access starts back up again. Notice right here there is our PCResil database that we created. Click on that. Now it opens back up. We have not added any objects yet, so you will not see any changes. But when we create our first table, you will see a difference.

Now, let's talk about this security warning. It says some active content has been disabled. Click for more details. You can click this yellow bar right here for more details if you want to. I am going to tell you what you need to know right now. That is what you are here for.

Basically, it is possible, although unlikely, but it is possible that a Microsoft Access database could contain a virus or some other malicious code. If you get a database from someone else, do not open it in a trusted folder. I am going to teach you what trusted folders are very soon. Do not click on this button here that says Enable Content if you are not 100 percent absolutely sure that you trust the database.

Now, we are building this from scratch as a blank database. So you can trust this database. There is nothing in it. Go ahead and click on Enable Content. Now, from now on, this database file is marked safe.

I am going to show you a little later on how to set up your own safe folder called a trusted folder. We will get to that. But if someone sends you an Access database file or an Excel spreadsheet or any of that stuff and that window comes up, that little bar comes up and says this is not trusted, do not enable it if you are not sure. They could do things like delete files off your hard drive and all kinds of crazy things.

If you are curious about some of the other customizations that I like to make to my blank databases, I do cover them in my Blank Database Template Design video. It is part of my TechHelp series. I will put a link to it in the description down below if you want to jump ahead and watch some of that stuff. It is essentially how I build this guy. It is a little more advanced, but if you want to get a jump start, go ahead and watch that.

I will cover all of this in the series that you are watching right now. My regular Access series, of course, does. But this template was like a quick one for people who want to get up and running and build stuff fast. I use the TechHelp free template in all the TechHelp videos that I do, so I do not have to keep starting from scratch. But do not worry, we are going to start slow and we are going to get to all of that eventually, so just relax.

In the next lesson, we are going to start by building our first table, the customer table.

Quiz

Q1. What is the first step to start using Microsoft Access according to the lesson?
A. Click the Start button and find Access or search for it in the search bar
B. Open Excel and navigate to Access from there
C. Insert an Access CD into your computer
D. Download Access each time you want to use it

Q2. What should you do if you are not familiar with basic Windows usage?
A. Continue with the Access class and try to follow along
B. Contact Microsoft Support
C. Take the Windows Beginner 1 class first
D. Ignore it, as Windows basics will not matter

Q3. What is the benefit of pinning Access to the Windows Taskbar?
A. It keeps Access open at all times
B. It allows you to open Access quickly from the taskbar even when it is closed
C. It lets Access update automatically
D. It saves all your databases to the desktop

Q4. What is different about starting a new file in Access compared to Word or Excel?
A. Access takes you to a blank database by default
B. Access automatically creates sample tables for you
C. Access requires you to first create a blank database shell
D. Access opens in safe mode every time

Q5. What does the ACCDB file extension represent?
A. Access database file
B. Access compiled code
C. Excel chart document
D. AutoCAD drawing

Q6. What is the main purpose of the templates provided in the Access startup screen?
A. To practice typing
B. To provide premade databases for specific purposes
C. To install additional software
D. To convert Excel files to Access

Q7. In this class, what is the name given to the fictional company whose database will be created?
A. Northwind Traders
B. TechSolutions
C. PCResil
D. DataWorks

Q8. How should you name your database file as you follow along with the lesson?
A. Use any name you want
B. Use the default name database1
C. Use the name PCResil
D. Name it after your own company

Q9. How does the lesson recommend you build your first table?
A. By directly entering data in Datasheet View
B. By defining the structure first, then adding data
C. By importing from Excel
D. By using a template table

Q10. What is the Navigation Pane in Access used for?
A. Browsing the internet
B. Displaying the Windows file system
C. Showing all objects in your database
D. Installing Add-Ins

Q11. What is the 'ribbon' in Microsoft Access?
A. A toolbar for drawing shapes
B. The startup animation
C. The dynamic menu system across the top
D. The border around forms

Q12. Why might you want to resize or minimize the navigation pane and ribbon?
A. To open more databases
B. To see more of your objects on the screen
C. To save your database
D. To export data

Q13. How does the ribbon behave when Access is resized to a smaller window?
A. It automatically disappears
B. It stays exactly the same
C. It resizes and groups commands under buttons
D. It turns into a drop-down menu

Q14. What is the default interface setting for viewing tables, forms, and reports in Access?
A. Overlapping Windows
B. Tabbed Documents
C. Floating Toolbars
D. Full Screen Mode

Q15. Why does the instructor recommend changing from tabbed documents to overlapping windows?
A. It allows for side-by-side viewing and better usability
B. It is required for Access to function properly
C. It makes the database run faster
D. It improves data security

Q16. How do you change the Access interface to overlapping windows?
A. Go to File > Options > Current Database > Overlapping Windows and restart Access
B. Go to Home > View > Overlapping Windows
C. Right-click on the ribbon and select Overlapping Windows
D. Use the navigation pane options

Q17. What should you do when you see a security warning saying active content has been disabled?
A. Ignore the warning and continue
B. Always click Enable Content, no matter the source
C. Only click Enable Content if you trust the source of the database
D. Delete the database immediately

Q18. What is a 'trusted folder' in Access?
A. A folder where Microsoft stores updates
B. A network location approved by your IT department
C. A folder you designate as safe for opening databases without security warnings
D. The folder where Access always saves templates

Q19. What happens after you click Enable Content on a database you created?
A. Access deletes all objects
B. The database is marked as safe and you will not see this warning for it again
C. Access closes automatically
D. All security features are permanently disabled

Q20. If you want to learn more about Access templates or blank database customizations, where should you look?
A. The TechHelp series or the instructor's website
B. Microsoft Store
C. Access Help menu only
D. Word documentation

Answers: 1-A; 2-C; 3-B; 4-C; 5-A; 6-B; 7-C; 8-C; 9-B; 10-C; 11-C; 12-B; 13-C; 14-B; 15-A; 16-A; 17-C; 18-C; 19-B; 20-A

DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks.

Summary

Today's video from Access Learning Zone is all about getting started with a brand new blank database in Microsoft Access. In this lesson, I'll walk you through the Access interface, show you how to switch from the tabbed document interface to overlapping windows, and explain what to do if you encounter a security warning when first opening your database.

First, let's talk about launching Access in Windows 10. I start Access by clicking the Start button and finding Access on the menu. If you cannot spot it immediately, simply type 'Access' in the search bar, and it will show up. If you are not comfortable with basic Windows navigation or tasks like minimizing windows, dragging them around, or using the taskbar, I recommend that you take my Windows Beginner 1 class before continuing, since I will not be covering fundamental Windows skills in this Access series.

If you plan on using Access regularly during this course, I suggest pinning it to your taskbar for quick access. Just right-click the Access icon and choose 'Pin to Taskbar.' This way, even when Access is closed, you will have an easy shortcut.

Upon starting Access, you will notice it does not immediately present you with a blank document like Word or Excel does. Instead, Access asks you to create a new blank database, which will serve as the container for your tables, queries, forms, reports, and later on, macros and modules. Everything in Access is saved inside a single database file.

When creating a new database, you will see options for blank databases and various templates like asset tracking, contacts, students, and event management. Templates are pre-built databases made for common uses and can be a good starting point if you need something ready-made. When I was first learning Access back in the 90s, I used the Northwind Traders Database template to get a feel for how things worked. You are welcome to experiment with these templates to see how they function. You won't damage anything by exploring them. However, our goal here is to build a database entirely from scratch, so we won't be using any templates in this course. If you're interested in templates, I cover some of them in separate videos, which you can find by searching my website.

I am using the Microsoft 365 version of Access, current as of February 2021, which works very much like Access 2019 or 2016. With Microsoft 365, Access is continually updated, and although the core functions have been very stable since around 2007, you might notice slight differences if you are using another version. Do not worry if your screen appears a bit different than mine, as Microsoft occasionally makes minor changes.

To begin, choose 'Blank Database.' Access then asks for a file name and where you would like to save it. By default, it uses your Documents folder, but you can select a different location if you wish. The file will be saved with an .accdb extension. If you do not see the file extension and would like to, you can enable file extensions in Windows. I have a video on how to do that, available through the search on my website.

For the file name, I suggest naming the file 'PCResil,' since throughout this class we will be constructing a database for a fictitious company that refurbishes computers. While 'database1' might be the default name, it's better to use a descriptive name so you can easily identify your file later. Enter 'PCResil' and press enter to create the database.

Once Access creates the new database file, it prompts you to begin building your first table, starting with a standard ID field. Personally, I do not prefer this data-entry-first method. Instead, I like to design my tables by defining their structure first, before entering any data. Entering data directly, like in Excel, can make it harder to get the relationships and field types correct. We'll approach it methodically, so for now, just close this first table without saving it.

Now, let's take a tour of the Access interface. At the very top is the title bar, which shows the database name and path. If you have a Microsoft account, your username may appear there as well, but that's not essential for this course. The top right contains the standard minimize, maximize, and close buttons. On the left is the Quick Access Toolbar, where you can add your favorite commands like Save or Undo. Later, I'll show you how to add things like Form Design for easy access.

Beneath the title bar is the Ribbon, Access's dynamic menu system. Many people, myself included, needed time to adjust when the Ribbon replaced the old menu system in Access 2007. Now that I've used it for years, I really appreciate its flexibility. The Ribbon updates automatically according to what you are working on. For instance, editing a query brings up special query tools.

On the left side of the interface is the Navigation Pane. This is where all the objects in your database - tables, queries, forms, and reports - will be listed. In other sample databases I've made, all the objects appear here for easy access. If you need more workspace, you can shrink or minimize both the Navigation Pane and the Ribbon, especially useful if you are on a smaller screen. You can adjust the size of the Navigation Pane or temporarily hide it if you need more room for working with forms or reports.

The Ribbon can be minimized by double-clicking a tab, which collapses it to free up space, or by right-clicking a tab and selecting the collapse option. Clicking a tab brings up its menu, and double-clicking restores the full Ribbon. How the Ribbon looks might shift based on your window size, so if buttons move around, it's simply Access adjusting to your screen.

At the bottom of the window is the status bar. Most of the time it just says 'Ready,' but it may display messages or prompts depending on what you are doing. It could show calculation status for longer processes, or offer design tips when creating fields. You can also program custom prompts to help users who might not understand certain field names, showing helpful instructions in the status bar.

Now, before building our first table, I want to adjust some interface settings according to my own preferences. The biggest change I'll make is switching from the default 'Tabbed Document Interface' to 'Overlapping Windows.' By default, Access opens each object - tables, queries, forms, reports - as a separate tab that takes up the entire workspace. I find this clunky, especially for designing databases, since you cannot view multiple objects side by side easily.

I prefer using overlapping windows, where each object opens within its own window inside Access, allowing you to have forms, tables, and reports next to each other and move them around as you need. This approach goes back to how Access originally worked, and I find it much more flexible during database design and use.

To make this change, open the Options from the File menu, go to the Current Database section, and select 'Overlapping Windows' instead of 'Tabbed Documents.' After making this change, Access will ask you to close and reopen the database for the new setting to take effect. Once you reopen, new objects will use the overlapping windows arrangement. At this point, since you have not added any objects, you likely won't notice the difference, but you will soon.

Next, a word about the security warning you may see at the top of your screen. Access sometimes displays a yellow bar indicating that some content has been disabled for security reasons. This is because Access databases can contain code, such as macros or VBA, which could potentially be harmful if you received the database from an untrusted source. If you built the database yourself, it's safe to enable the content, so go ahead and do so now. This will mark your database as trusted and allow all features to function. Soon, I will show you how to create trusted folders so that Access does not show these warnings for databases you keep in specific safe locations.

If you ever want to explore more advanced customizations for new databases, I cover those in my Blank Database Template Design video, part of my TechHelp series. That video goes into additional options you may wish to adjust and demonstrates how I set up my own templates for faster development. I use one particular free template on the website for all TechHelp videos so I don't have to start from absolute scratch each time. However, for this full beginner series, we will be building everything step by step.

In our next lesson, we will create our first table - the customer table - and begin building the structure of our PCResil database.

You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends.

Topic List

Starting Microsoft Access in Windows 10
Pinning Access to the Windows Taskbar
Differences between Access and other Office programs
Creating a new blank Access database
Understanding Access database file extensions (ACCDB)
Naming and saving your database file
Access welcome screen and templates overview
Why to skip templates when learning Access
Closing the default Table1 view
Tour of the Access interface: title bar, ribbon, navigation pane, status bar
Minimizing and resizing the navigation pane and ribbon
How the dynamic ribbon menus work
Adjusting the ribbon and interface for screen size
Switching from tabbed documents to overlapping windows
Configuring Access Options for overlapping windows
Restarting Access to enable overlapping windows
Understanding and responding to Access security warnings
When to enable content in Access
Overview of trusted folders in Access

Article

In this tutorial, you will learn how to create a new blank database in Microsoft Access, become familiar with the Access interface, enable overlapping windows instead of the default tabbed documents, and handle the security warning that can appear when starting a new database. This guide is written for Microsoft Access users on Windows 10, but the steps are similar in other recent versions.

To begin, start Microsoft Access by clicking on the Start button. If you do not see Access right away, you can find it by typing Access into the search bar at the bottom of your screen. Once it appears, click to launch it.

If you plan to use Access often, consider pinning it to your Windows taskbar for easy access. To do this, right-click the Access icon on your taskbar and select Pin to Taskbar. This way, you can quickly start Access with a single click, even when it is closed.

When Access opens, you will see the welcome screen. Unlike programs such as Word or Excel, Access does not automatically open a blank document. Instead, you need to choose your own blank database to start adding tables, queries, forms, and other database objects. Your entire project, with all the tables, reports, and code, is stored in one Access database file.

On the welcome screen, look for Blank Database. To the right, you will notice several database templates like asset tracking, contacts, event management, and more. These templates are pre-built databases designed to get you started quickly. If you want to experiment with them, feel free to open any template, look around, and see how things work. However, in this tutorial, we will focus on building a custom database from scratch so you can learn each step.

Now click on Blank Database. Access will ask you to give your database a name and select a save location. By default, Access saves to your Documents folder. You can browse to choose another folder if you wish. The default file name will be something like database1.accdb. The .accdb extension is the file format for Access databases. If you do not see file extensions and want to turn them on in Windows, you can change the folder options in Windows Explorer.

For this example, we will create a fictional company database called PCResil. Delete the default name database1 and type PCResil instead, then press Enter or click Create. Access will now create a blank database file with your chosen name and location.

Once the database is created, Access will prompt you to create your first table, called Table1, using a datasheet view that looks similar to an Excel worksheet. This view lets you add fields and input data directly. However, for building robust databases, it is better to define the table structure first before entering data. For now, close Table1 by clicking the X on its tab or window; we will define tables properly later.

Now let me guide you through the Access interface. At the top, you will see the title bar showing the database file name and its location on your computer. On the right side of the title bar are the standard minimize, maximize, and close buttons. If you are signed in with a Microsoft account, you may also see your account details here.

Below the title bar is the Quick Access Toolbar, a small strip of icons for common commands like Save and Undo. You can customize it with more commands to suit your workflow.

The large menu below that is called the Ribbon. The Ribbon organizes commands and tools into tabs such as Home, Create, External Data, and Database Tools. If you click on the various tabs, you will see different groups of commands relevant to what you are doing. For instance, design tools appear when you are editing a form or report. The Ribbon can be collapsed to give you more screen space. Double-click any tab name to collapse or expand the Ribbon, or right-click a tab and choose Collapse the Ribbon.

On the left side of the main Access window is the Navigation Pane. This is where all your database objects will be listed, including tables, queries, forms, and reports. As you build your database, you will see these objects appear in the Navigation Pane, and you can open them from here. You can resize or minimize the pane to free up workspace as needed.

At the bottom of the window is the Status Bar, which displays messages and shortcuts. For example, when you are designing objects, it may show you which keys to press to switch between sections or panes. It is also where you may see error messages or status indicators, such as Num Lock or Caps Lock.

Before adding tables or data, there is one essential interface setting I recommend changing: enabling overlapping windows. By default, Access uses the tabbed document interface, where each object opens in a full-sized tab within the database window. This can make it difficult to work with multiple objects side by side. I prefer the overlapping windows option, where each table, form, or report opens in its own window inside the main Access window, giving you the flexibility to rearrange and view several objects at once.

To change this setting, click on the File menu in the upper left, then select Options at the bottom. In the Access Options window, choose Current Database from the list on the left. In the Document Window Options section, select Overlapping Windows instead of Tabbed Documents. Click OK to save the change. You will see a prompt telling you that you need to close and reopen the database for the change to take effect. Close Access, then launch it again. Open your PCResil database. Now, when you open tables and other objects, they will appear in separate, movable windows within Access.

You may notice a security warning the first time you open a newly created database, especially if it is saved in a location that Access does not automatically trust. At the top of the window, you will see a yellow message bar stating that some active content has been disabled. This is a security feature to prevent potentially harmful code or macros from running automatically in databases received from others. Since you have just created this database yourself, it is safe to enable content. Click the Enable Content button in the yellow bar to allow all features in your database. Once enabled, this database will be marked as trusted from now on. In the future, I will show you how to set up trusted folders so that any database saved in a specific folder will always be trusted.

At this point, you have a blank database set up and ready to use. You are now familiar with the main parts of the Access interface and have configured Access to use overlapping windows, which makes designing and managing your database objects more convenient. When you are ready, you can begin designing your first table, such as the customer table, and start building the rest of your database from there.