Use the Access Help System to find Information

Access has a great resource to help you with any questions the online Help system. As you work through this course you may find that you have questions about more advanced features. The online help system can often provide you with the answers you need. The Help menu also offers other ways to get help with Access if you cannot find the answers you need within the Access online Help system.
Other ways to get help with Access:

• There are other ways to get help with Access than just the online Help system, as comprehensive as that may be. If you have opened the Help menu you may have noticed the Office on the Web option. This option takes you directly to the Access page at Microsoft's Web site where you can find product updates, downloads, assistance, and access to newsgroups. There are other Access resources on the Web as well. Use your favorite search engine to find pages about Microsoft Access. Some of my favorites are listed on the Resources page.
• The easiest way to access Help is to press the F1 function key. This displays the Office Assistant, a cute little icon (usually in the shape of a paper clip), that acts as your guide to the Help menu. You can ask the Office Assistant questions by typing in the white box and clicking Search to see a list of help topics that may answer your question. You then click a topic to view the actual help. Once you’re in the Help system you may want to use the features in the Microsoft Access Help window to find help on additional topics. The three tabs, Index, Contents, and Answer Wizard, in the first pane of the Help window can help you find what you need. The following simulation guides you through the process of using Access’s online Help.

Some people find the Office Assistant a little annoying. It can replace your dialog boxes, which makes what you will see on your screen inconsistent with the images that I show in this course. If the Office Assistant is visible and you want to hide it until you need help, simply right-click the Office Assistant icon and choose Hide. The Office Assistant will reappear the next time you press F1 or click the Microsoft Access Help button. You can turn off the Office Assistant more permanently by following these steps:

1. Display the Office Assistant by clicking the Office Assistant

   

   
   button or pressing F1.
   
2. Click the Options button.
3. Click the Options tab at the top of the dialog box if necessary.

4. Click the Use the Office Assistant checkbox so that no checkmark appears.
5. Click OK to close the Office Assistant dialog box.

Once you have turned off the Use the Office Assistant option, the Office Assistant will not be displayed when you press F1 or click the Office Assistant button. Instead you will see the Microsoft Access Help window. If you change your mind and want to use the Office Assistant again choose Help>>Show the Office Assistant from the menu.

As you experiment with the new functions and tools you learn here in this course, you may sometimes need an extra push in the right direction. The first place you should look is Access’s Help system. The Help system in Access isn’t perfect. To a new user, the Help system may seem like a clunky add-in that returns a perplexing list of topics that has nothing to do with the original topic being searched. The truth is, however, once you learn how to use the Access Help system effectively, it’s often the fastest and easiest way to get extra help on a topic. Following are some tips that will help you get the most out of Access’s Help system:

• Location matters when asking for help.
  You may remember the Help system in older versions of Access being a lot more user-friendly and more effective than newer versions of Access. Well, rest assured that you aren’t just imagining it. The fact is, Microsoft fundamentally changed the mechanics of the Access Help system. In Access 2019, there are actually two Help systems: one providing help on Access features and another providing help on VBA programming topics. Instead of doing a global search with your criteria, Access throws your search criteria only against the Help system that is relevant to your current location. This essentially means that the help you get is determined by the area of Access in which you are working. So, if you need help on a topic that involves VBA programming, you’ll need to be in the VBA Editor while performing your search. On the other hand, if you need help on building a query, it’s best to be in the Query Design view. This will ensure that your keyword search is performed on the correct Help system.

To find the information you need in Microsoft Access 365 using the Access Help system, you can utilize several built-in features designed to assist you. Here's how:

1. Use the Help Icon:
   • Locate the Help Icon: In the top-right corner of the Access window, you'll find a small question mark icon (?).
   • Open Help: Click on the ? icon to open the Help pane on the right side of the window.
   • Search for Information:
     • In the search box at the top of the Help pane, type in keywords or a question related to your topic.
     • Press Enter or click the search icon to view a list of relevant help articles.
   • Browse and Read: Click on any article title to read detailed information and instructions.
2. Press the F1 Key:
   • Contextual Help: Simply press the F1 key on your keyboard while in Access.
   • Automatic Assistance: If you have a particular feature or object selected (like a form or query), pressing F1 will bring up help topics related to that specific item.
3. Use the "Tell Me" Feature
   • Find the "Tell me what you want to do" Box: This is located on the Ribbon at the top of the Access window, usually indicated by a light bulb icon.
   • Enter Your Query: Click inside the box and type what you're trying to accomplish (e.g., "create a form," "import data").
   • Get Immediate Actions:
     • A dropdown list will appear with suggested actions, help topics, and shortcuts.
     • You can click on a command directly from the list to execute it without navigating through the Ribbon tabs.
4. Explore Tooltips and ScreenTips
   • Hover Over Ribbon Commands: Place your cursor over buttons and icons in the Ribbon interface.
   • Read Descriptions: A small box will appear with a brief explanation of the tool's function, often with a link to "Tell me more" for additional information.
5. Access Online Help and Tutorials
   • Visit the Microsoft Access Support Site:
     • Go to the [Microsoft Access Help & Learning page] Access Help
     • Browse through various topics, tutorials, and how-to guides.
   • Search the Support Site:
     • Use the search bar on the support site to find articles related to your question.
     • Articles often include step-by-step instructions, videos, and screenshots.
6. Utilize Built-in Templates and Sample Databases
   • Start from a Template:
     • On the Access start screen, you can select from a variety of pre-built templates.
     • Templates often include instructional text and tips within the database objects.
   • Learn by Example: Open a template and explore its forms, reports, and queries to see how they are constructed.
7. Participate in the Access Community
   • Microsoft Community Forums:
     • Visit the [Microsoft Community Access Forum](https://answers.microsoft.com/en-us/office/forum/access) to ask questions.
     • Engage with other Access users and experts who can provide answers and suggestions.
   • User Feedback: In the Help pane, you may find options to provide feedback or report issues, helping improve the resources available.

Additional Tips

• Stay Connected: Ensure your computer is connected to the internet to access the most up-to-date help articles and resources.
• Use Clear Keywords: When searching, use specific terms related to your task (e.g., "create pivot table," "relationship between tables").
• Explore the Ribbon Tabs: Familiarize yourself with the different tabs and groups in the Ribbon to better understand where tools are located.

By leveraging these features of the Access Help system, you can efficiently find the information you need to accomplish your tasks in Microsoft Access 365. The combination of in-app assistance and online resources provides a comprehensive support network to enhance your database development experience.
In the next lesson learn to use the Database window to navigate an Access Database.