Creating a Database from a Template



If the New File Task pane is not displayed, open the File menu and choose New.


In the Templates area of the New File Task pane, click the On my computer link.


The Templates dialog box opens, displaying the templates installed on your computer. Click the Databases tab.


Click the template you want to use and click OK.


Access 2003 provides numerous database templates, which you can use to create your database. These database templates are especially handy if you are trying to set up a database quickly. When you elect to create a database from a template, Access launches a wizard that walks you through the process of creating the database. The resulting database includes predesigned tables, forms, queries, and reports. After you have set up the database with a wizard, you can modify any of the database objects as needed; these topics are covered in later parts in this book.



The File New Database dialog box opens. Navigate to the folder in which you want to store the new database.


In the File name field, type a filename for the new database.


Click the Create button.


The Database Wizard starts; after you review what types of data the new database will contain, click the Next button.


Changing Folders

To change to another folder in the File New Database dialog box, choose a folder from the Save in drop-down list, double-click any of the folders listed in the dialog box, click the Up One Level button to move up through the folder structure, or click one of the commonly used folders in the Places bar.


Saving the Database

When you create a new database, you start by assigning a filename to it and selecting the folder in which it will be stored. Within this main database file, you then save the various database objects (tables, forms, etc.).



A list of the tables included in the new database appears. Click each table in the Tables in the database list to view the available fields for that table.


If you are certain that your database doesn't require a particular field, click the check box next to the field in the Fields in the table list to deselect it.


After you have deselected any fields you do not want to include, click Next.


The wizard presents a list of styles that affect how data in your database is displayed onscreen. Click a style to preview it. When you find one you like, click Next.


Deselecting Fields

Although you can choose to deselect fields for the tables in your database, it's usually best to set up databases using their default settings and then modify them as needed later on.


Change Your Mind?

If you need to make a change to one of your earlier selections, click the Back button in the Database Wizard dialog box. You can also click Cancel to exit the wizard without creating the database.


Adding a Picture

To include a picture on your reports (such as a company logo), check the Yes, I'd like to include a picture check box (step 14) and then click the Picture button. Navigate to the drive and folder that contain the picture file, click the picture to select it, and click OK.



The Database Wizard prompts you to select a style for your reports. Click a style to preview it. When you find one you like, click Next.


Access suggests a title for the new database. If you want, type over the suggested title with one of your own. When you're satisfied with the title, click Next.


Leave the Yes, start the database check box checked, and click Finish to create the database.


The Main Switchboard window for the new database appears. You can select any of the links in the window, such as Enter/View Attendees, to continue building your database.


Using the Switchboard

When you use a template Access displays a Main Switchboard that enables you to click links to perform common database tasks. Click the window's Close button to close it and use the database window instead.


Entering Company Information

For some database templates, you may be prompted to enter company information after you click the wizard's Finish button. If prompted, enter the appropriate information.


Creating Reports

You can also use Access to create reports (the topic of Part 7). As part of using the wizard, you select a particular style for all your reports. You can always modify the style, as covered in Part 7.