Microsoft Access is the database software shipped with Microsoft Office Suite. Employers commonly use Access for keeping employment records because it provides a point-and-click interface for database management. To keep track of training records with Access, create a table for the employee's record and a separate table for training codes. Connect to the database and update training records with Access forms whenever an employee completes a new training module. Back up employee records regularly to ensure that information is not lost.
Step 1
Launch Microsoft Access. Click "Start," "All Programs," "Microsoft Office Suite," "Access."
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Step 2
Create a training records database. Click the "New" icon from the toolbar. Click "Blank Database." Browse to any location and give the database a name, then click "Create."
Step 3
Create the employee table. Click "Object," "Table," "New." Double-click "Table wizard." Follow the instructions in the table wizard to create a table with the name "employee." Give the table the following fields:
"employee_key, employee_name, training_keys" where the employee_key is an integer, the employee_name is 40 characters and the training_keys are text.
The training keys will be a series of integers, but labeling it text will provide nearly unlimited room for multiple training keys. If the training records are only levels, e.g., employees have training levels 1 through 5, the training key can be an integer.
Step 4
Create the training table. Click "Object," "Table," "New." Double-click "Table wizard." Follow the instructions in the table wizard to create a table with the name "training."
Give the table the following fields:
"training_key," "training_name," "training_summary" where training_key is an integer, training_name is 40 characters and training_summary is text.
Step 5
Create a form to add employees to the employee table. Click "Objects," "Forms," "New." The form wizard will launch. Give the form a name, e.g., "add employees." Follow the wizard's instructions. When the wizard prompts for a table, select the "employee" table. Let the form automatically select "employee_key." Use the wizard to create form fields for the employee name and training. This method allows you to enter employee training records when you first add the employee to the database.
Step 6
Create a form to add trainings to the training table. Click "Objects," "Forms," "New." The form wizard will launch. Give the form a name, e.g., "add training." Follow the instructions given by the wizard. When the wizard prompts for a table, select the "training" table. Let the form automatically select "training_key." Use the wizard to create form fields for the training_name and training_summary.
Step 7
Create a form to add trainings to the employee record. Click "Objects," "Forms," "New." The form wizard will launch. Give the form a name, e.g., "add training." Follow the wizard's instructions. When the wizard prompts for a table, select the "training" table and the "employment" table. Use the wizard to create a form field to edit the training_keys in the employment table but only allow the keys that are represented in the training table.
Step 8
Save all database settings. Click "File," "Save."
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