About this lesson
Learn how to create a database, save it to a specific location, and how to open existing databases.
Download this lesson’s related exercise files.2.02 creating-saving-and-opening-databases - Exercise.docx
53.6 KB 2.02 creating-saving-and-opening-databases - Exercise solution.docx
108.3 KB Contacts01.accdb
1 MB TechGurusTicketing.accdb
Creating, Saving, Opening, and Closing Databases
In this lesson, we will practice reopening existing databases, opening new blank databases, saving databases, and closing databases. We will also start to explore the concept of database tables and why they are useful.
When to use
Opening, closing, and saving databases are fundamental skills in Access that we use constantly when maintaining and managing databases.
Re-opening a database
To re-open an existing database:
- From the Start screen, in the Recent or Pinned list, click to open the contacts database.
- Close the Welcome screen.
- OR, from the Start screen, click Open.
- Browse to the folder where the database is stored and click Open.
Saving a database
Databases by default will be given generic names e.g. Database04.accdb. We can rename it to make the database easier to identify.
- From the File tab, click Save As.
- Click Save Database As.
The default file type for Access databases is .accdb.
- Select Access Database (*.accdb) from the list.
- Click the Save As button.
A message may pop up that says 'All open objects must be closed prior to continuing this operation.' We cannot save a database if any of the elements of the database such as tables are open.
- Click Yes to close the objects.
- Browse to the folder where the database is to be stored.
- In the File name field, type 'Contacts01'.
- Ensure the Save as type field is set to the default Access database file format.
- Click Save.
- Close the Welcome screen.
- Click Enable Content.
Closing a Database
- From the File tab, click Close.
Using this method will close just the database that is currently open. If we click the X in the top right-hand corner, that will close Access entirely and all open databases.
Opening a Database
- From the File tab, click Open.
- Browse to the folder where the database is stored.
- Select the database and click Open.
Creating a Blank Database
- From the File tab, click New.
- Select Blank database.
- Rename the database 'TechGurusTicketing.accdb'.
- Select a folder to store the database in.
- Click the Create button.
Tidying up the file pathname
- From the Start screen, re-open the database 'TechGurusTicketing.accdb'.
Before we create our first table, let's tidy up the messy pathname that's showing in the title bar.
- From the File tab, select Options.
- Click Current Database.
- In the Application Title field, type 'TechSalesTicketing'.
Blank Database Elements
Blank databases don't contain any database elements such as populated tables, reports, or queries. The only thing a blank database will usually have is an empty table called 'Table 1'. A table contains rows and columns and each table is displayed in its own tab.
Tables are the building blocks of all databases and we can have multiple tables in one database.
Hints & tips
- When you save a database as a different file name, you create a duplicate of that database. Any changes made to the original will not be reflected in the new copy.
- Access databases can be saved in many locations. We might choose to store them on our PC, in the cloud, or on a SharePoint site.
- Use the keyboard shortcut CTRL+N to create a new blank database.
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