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welcome to another tech health video brought to you by accesslearningzone.com my name is richard ross in today's video i'm going to show you how to set up a basic blank database template from scratch today's question comes from robert from mexico city one of my gold members robert asks i see in a lot of your videos you start off with a simple blank template i too build a lot of new databases from scratch how did you set that up any tips well yeah let me show you exactly how i set this up i have a template already on my website a customer template you can download and i cover how to set up a basic brand new database in my full access beginner level one class that's also free on my website and on youtube but let me go through the steps and show you exactly what you have to do to set up a blank template that you can then use to build new databases from so you have to keep making the same changes over and over again to the same database template let's begin by opening microsoft access and selecting blank database let's give our database a name i'm going to call this my blank template and select where you're going to put it by clicking on this little folder button here i'm going to pick my desktop over here on the left i like to put databases that i'm working on on my desktop then when they're finished i'll move them to the server location so just pick desktop for now and hit ok we've got our blank template.accdb hit create that'll open us up a blank new database now one of the things i don't like about the default access settings is that they start you in tabbed view i don't like tab view i like the classic windows view the overlapping windows so that's the first thing i'm going to change i'm going to close that tab for that table 1. let's go to file and then options the access options window appears go to current database pick overlapping windows right here i don't like tab documents i don't like the way they look and feel that's the way that microsoft is promoting it now but i like the old classic overlapping windows hit ok it says you have to close and reopen the database sometimes you do sometimes you don't in this case i'm going to close it and reopen it alright there's my blank template open it back up again now for my blank template i'm going to create three different forms a single form a continuous form and a menu form a single form is the access form we all know and love it's got one record per page and you can navigate through the different records with the little navigation buttons a continuous form is like a list form it shows you a bunch of records on the screen at once and you can scroll up and down it and then a menu form is simply a blank form with no data in it and just a bunch of buttons to navigate to different places in the database that's how i like to get around so let's start by making our single form i'm going to go click on create now if your menu is collapsed like this just double click and it'll stick the ribbon open so create form design there's my blank form they don't usually need to be this big access makes them pretty big i'm going to shrink that up maybe make it about yay big that's about as big as most forms that i build are right about there you can of course make them bigger or smaller depending on your needs i'm going to give it a little splash of color so let's go to format click on the background here so you're in the detail section go to the background fill color here and pick something like a light blue all right that looks good now in this form i'm going to create two text boxes there's no data in it but this gives me a start for when i make text boxes later two of them because i usually have an id which i make gray because the user can't change it and then white for all the normal ones so i'm going to pick one text box and drop it right about there i'm going to change this guy here so it says label and then make it about as big as you think you're going to need it to be like that okay and then see how it's not quite on the grid i like to make sure these are all lined up nicely on the grid like that and that's kind of hard to read so i'm going to make my default label color black and i like to use the standard colors not the theme colors i don't like them changing okay now i'm going to copy this guy copy and paste so i've got two of them maybe sneak them up next to each other a little bit more all right you could rename this one if you want make it say id and then take the background color for this guy and make it like a light gray that just visually tells the user that they can't change that now i'm ready when i want to bind this to a table later on or a query and then all i have to do is change the control sources here and these are already formatted and ready to go so i'm going to save this guy ctrl s i'm going to save this as my single f my single form all right close that let's make a continuous form now i'm just going to copy this guy right copy paste it's already got some of the work done for me make this continuous f right click on it design view i'm going to change the color a little bit not a ton just so i can visually tell them apart let's go with let's go with the purple on this one for my continuous form now the point of a continuous form is that i could see a bunch of records on the screen at once so i'm going to right click on the detail section and turn on the form header footer not the page header footer the form header footer there we go form header footer and then i'm going to take the labels cut them out ctrl x and paste them up here in the form header and slide them next to each other like this all right then we can sneak that up like that slide the label over here and put this guy right next to it like that and then we can shrink this up like that and now what's going to happen is this will show up in rows and columns going down we have more records in here a few things i don't like about continuous forms first of all let's make this background color for that the same as this so open up the properties for the detail section double click on it and then under format notice there's a back color and an alternate back color i hate that it alternates every other row so i'm going to take this back color here that i selected copy it and then just paste it over that one that way we don't get that annoying alternating colors and i'm going to also make the form header the same so just paste over that too the footer should be the same there we go if you want these slightly different you can sometimes this looks nice sometimes take your header let me get rid of this here take your header and make that dark like a dark purple and then make these labels white sometimes that looks neat too all right little bit of a change and then maybe your footer you can make a darker purple too like that that's totally up to you and of course you'll change these colors i like to make things that are related to each other have similar colors like all the customer stuff is blue all the order stuff is green all the accounting stuff might be yellow that kind of stuff contacts might be you know red so whatever you want to do this is just to set up your template all right so let's save that there's my continuous form if you open these up right now there's nothing special there's no data in here yet but you can see you got all the basic parts continuous form right this will get bigger when you've got more data in it you can save the size open like that but there's no records in here so you don't see anything yet another thing that i like to do and this is optional you may or may not want to do this i like to go into the form properties and i like to turn allow deletions off under data allow deletion set that to no why i don't like it when users delete records i like to make a field in my table that says active or inactive and that way if the customer is no longer active you market inactive i just did a video on this but i like to try to keep my users from deleting data whenever possible you don't want to delete a customer because all of his orders are basically gone okay so that's an option i like to put allow deletion set to no i'll put a link to that allow deletions video down in the description below so you can check that out if you want to so i'm going to make a loud deletion set to no for this one and for the continuous form in fact sometimes for the continuous form i like to set all this stuff off deletions are no additions or no edits or no and that's because this is just for viewing information usually you'll see like your list of customers here and you have to pick one and open up the customer form and that's where you do your editing so the continuous form you can't make changes in but i think for this database i'm going to leave additions and edits set to yes just deletions i'll turn off save changes yes oops i almost forgot the most important thing about the continuous form we forgot to make it a continuous form go back into form properties find default view and change that to continuous forms that way you get multiple on the screen instead of just the one all right now save it and close it the last form i'm going to make is going to be the main menu form so i'm going to copy single f copy paste we'll call this the main menu f and all your other menus can be based off of this one sometimes you'll have sub menus like an accounting menu an admin menu alright but this is the main menu so let's open this guy up in design view again let's change the color the ma the main menu usually i'll make this one darker and put the stuff on top of it is lighter so let's make this like uh let's go dark blue we don't need these on here because we don't need fields because there's no data on the main menu what i am going to do is go into the form properties under format and we're going to turn some stuff off we don't need navigation buttons those are little buttons on the bottom to go through the records because there's no records in here we don't need record selectors because there's nothing to choose i don't need scroll bars so turn those off don't usually need max min buttons so we'll disable those i'll set the caption to main menu and if you want to you could drop a label on here design labels and put a big label across the top that says main menu okay then we'll make the format a little larger 24 point and maybe bigger than that let's go 36 point and i'll center it and we'll make it white all right change the font if you want to put your company logo on here if you want to make it look snazzy all right this is your your main menu this is the first thing that your users will see all right so let's close that save changes yes open it back up again and there you go now you can put buttons on here to load up the other forms and i'll show you how to do that in just a minute i want to make this my startup form for my database when my database opens it goes right to the main menu alright so go to file options go to current database where we were a minute ago now right here display form we're going to pick main menu f hit ok hit ok and now close the database down all right now i've got my blank template here i'm going to copy this i'm going to right click drag and copy it over here we'll just make a copy of it okay because now i'm going to show you how to use it let's make a real simple customer database so customers customers i can type today there we go all right leave this blank template alone now he's done all right put him off to the side anytime you make a new database you can pull him out but for now we're just going to work with the customer database so open that up all right now i'm in my customer database every good database needs a table so let's create a basic table table design we'll start off with my customer id we'll go with a first name and a last name real simple just for class obviously in my full three hour access beginner level one class i show you all the different types of fields and how to build tables and queries and all that this is just a real quick database to show you how to use this template okay and check out that class by the way it's three hours long and it's absolutely free it's on my website and here on youtube too all right let's save this this will be my customer t i like to end all my tables with t's my forms with f primary key defined yep that's the auto number right there let's put a couple records in here all right we got rick ross joe smith sue jones okay save that now let's make a customer form so take your single form copy paste all right this will be my customer f all right open it up now we have to bind the form and the fields inside the form so go to design view open up the properties for the form go to all over here on the very top find record source that's the table or query you're getting your data from customer t okay it's that easy now this form is bound to that table now we can bind these fields if you want to here's a quick trick instead of messing with these field properties watch this just go to add existing fields grab these guys right all the fields up here click on the first one shift click on the last one drag and drop them in here and i know you're thinking well i just formatted these guys yeah watch this click on this go to format and use the format painter format paint customer id see that click on this guy format paint double click on the format painter it'll stick on and then go click click see i just format painted over them now i don't need these you could go through the hassle of binding those too but now i just put these in place there's customer id put a little space in there all right sign up first name right there slide up last name these are labels you want these to look nice these are field names i don't put spaces in my field names talk about that in access beginner one two all right these guys can be a little longer like that and then you continue on with the rest of your fields slide this up because you don't need to be that big and of course you have all the rest of your fields on here like address and phone number and all that stuff all right save it ctrl s close it down open it back up again and there you can see is your basic customer form see there you go all right let's close that how do we get to the customer form from the main menu we'll open up your main menu go to design view let's drop a button on here command buttons right there drop it form operations open a form next open up what the customer form next open the form and show all records next i like to put text on there customers customer form let's put it next and then what do you want to give it a name right we'll call it customer form button btn and then finish and there's my customer form button all right save that close it open up the main menu there's your customer form wherever you move this to right now save it ctrl s it should open up back in that spot access saves the locations of your forms now let's make a customer list form so let's copy our continuous form copy paste i'll call this my customer list f all right right click design view same thing we have to bind it to the customer table so go to the record source property customer t close that same trick i'm going to add existing fields let's bring them all over drop them right here inside the detail section okay let's chop off these labels delete and i'm going to slide these guys right up under here just like this and if you want to make sure first name and last name are the same size just put them one on top of the other for a second and then slide them up like that okay i'm gonna format paint this guy click format paint drop it on there these ones are okay then i can just delete these two if you want let me undo that if you want to keep these and just change them all you have to do is open them up and then change the control source property right that's first name for example but don't also forget to copy that and paste it over the name that's another reason why i just like to bring them in from there because you have to worry about all that okay all right so let's delete these two we'll slide these up right in that spot there copy this label right copy paste slide it over here on top of last name and then we just change the captions first name and last name shrink that section up save it close it let's see what it looks like well let's see what it looks like here there we go there's our continuous form i like on continuous forms where everything lines up to the left so i'm going to design this guy click on that format and align left let's save it close it open it back up again and there we go it looks a lot better let's put a button on our main menu to open up that customer list so again we'll go to command buttons drop it right here form operations open a form next customer list f this time show all the records text will be customer list and then customer list button is the name of the button itself and we'll put that right there okay there save that close it pop it back open hit the button there's my customer list put that maybe right there and again you can move it you can resize it set whatever dimensions you like now how do we get from the customer list over to the customer form i want to be able to pick a customer like that and hit a button we'll watch this this is bonus material ready in the form footer i'm going to put a button button drop it there form operations open a form now we're going to open the customer f open the form and find specific data to display now match up the fields that are the same on both of these forms now yeah first name and last name are all the same too but our id is what we want so click on id over here id over there join them together with that little button next open customer next open customer button finish now we got a little button down here in the footer that will open whatever the currently selected customer is all right close that save changes open up your customer list pick a customer like sue jones and then open customer and it goes right to sue jones see that close that click on me open customer see and yeah there's all kinds of cool stuff you can do you can filter this you can sort it you can make a double click event so you can double click here and open up the customer instead of having to hit a button down here i cover all the stuff in my more advanced lessons but there you go now you've got a basic template to start working with you can work with this as your template if you like this i like to use the blank that we created earlier because every form i make is usually different and sometimes for my classes i'll start with the basic customer form right we've got a main menu with a couple buttons on it a customer list and then a customer form in fact we can move this down here if you want to save that see that's it that's your simple basic blank database template if you want to download a copy of my database template instead of building it yourself go to my templates page at 599cd.com templates i'll put a link down below the video you can click on to get there and look on the templates page and find the blank database template there's a couple of other free ones on there as well as all my other templates that you can check out want to learn more about setting up your blank database template and the extended cut for members i cover a few more options that i like to change we'll go into the access options again i'll show you how to set up a trusted location we'll talk about some of the client settings and we'll see some of the settings in there like confirm document deletions and action queries and why i like to change some of these things around how do you become a member click on the join button below the video silver members and up will get access to all of my extended cut tech help videos live video and chat sessions and other perks after you click the join button you'll see a list of all the different membership levels that are available each with its own special perks but don't worry these tech help videos are going to keep coming as long as you keep watching them i'll keep making more and they'll always be free if you enjoyed this video please give me a thumbs up and feel free to share it wherever you think it might help people who are interested in access make sure you subscribe to my channel which is completely free and click on the bell icon to select all to be notified every time i post a new video youtube no longer sends out email notifications when new videos are posted so if you'd like to get an email every time i post a new video click on the link below to join my mailing list click on the show more link below the video to find additional resources and links you'll see a list of other videos additional information related to the current topic free lessons and lots more now if you have not yet tried my free access level one course check it out now it covers all the basics of microsoft access it's over three hours long and you can find it on my website or on my youtube channel i'll include a link below you can click on and if you like level one level two is just one dollar and that is free for all members of my youtube channel at any level want to have your question answered in a video just like this one visit my tech help page and you can send me your question there if you have a specific problem you need help with or you'd like to discuss having a database built for your needs i do offer one-on-one consulting be sure to follow my blog and find me on facebook twitter and of course youtube once again my name is richard rost thank you for watching this tech help video brought to you by accesslearningzone.com i hope you enjoyed this video and you learned something today i'll see you again soon you