What is a database?
One of my skills is designing efficient Microsoft Access databases – but I find that many people are not quite sure what a database is and when to use a customized database like Access. I’d like to start with talking about when you don’t need to use Access.
Start with a Google search to find pre-written databases that match your needs. There are many off-the-shelf products that may do exactly what you need at a cheaper price than customizing your own database. (I am very happy to help with reearch, setting up, importing data and customisation if you need help.)
For most contact information about your clients, you may find that using your Outlook contacts section will do the job. This can record a lot of different information – and it is possible to redesign the forms to your format. All of your contacts are searchable with the standard Outlook search function. Most databases can run mail-merges with Word or Outlook to send personalized letters or e-mails to your clients.
For accounting information, I recommend using a standard accounting package such as MYOB or Quickbooks. This can print invoices as well as keep your inventory.
So when would you use an Access database? If the data you need to collect and search doesn’t fit into Outlook or standard industry databases and you only want to see certain custom fields, you can use Access to design your own custom database using Microsoft Access.
Some examples of databases I have written for clients include:
- building a database for an estate agency business which helps people find their ideal home.
- building a database for a jewellry store that buys precious stones and makes rings and necklaces - to track their inventory of both precious stones and completed jewellry
- building a database for a non-government organisation to keep track of its members with different membership types and track communications with them.
Unfortunately Access is not as intuitive to learn as say Microsoft Word – I would definitely recommend that you have a few Microsoft Access lessons or read a book before trying to set up your own database.
Get a professional to build a database for you
Alternatively, you can have your database set up by an expert who will be able to set up more complicated searches with an easier to use interface. I am a Microsoft Office User Specialist (Master) in Microsoft Access and will be happy to discuss your needs. Call Roz on 0405 983 655
