Use the Access Project management database to manage projects and their associated tasks and employees. You can also search and filter project details, enter common tasks, and send or receive data via e-mail messages.
Note: The Project management database template has been updated over the last few years. These instructions refer to the latest version of the template available for download. If the steps below don't match what you're seeing, you're probably using an older version of the template.
Using the database
In this article, we cover the basic steps of using the Projects desktop database template.
Prepare the database for use
To make sure all the database content is enabled, use the following procedure:
-
To make sure all the database content is enabled, in the Message Bar, click Enable this content.
For more information about enabling database content, see the article Decide whether to trust a database.
Add employees
To begin using the Projects database template, the first step is to add employees, so that you have someone to assign projects and tasks to. Use this procedure to manually add employees, or see the next section to add employees from your Outlook contacts.
-
On the Project List form, click Employee List.
-
On the Employee List form, fill in the details of each employee.
-
To enter more detailed information about an employee, double-click the employee's name in the Employee List form, and enter the information in the Employee Details form.
-
Click Close to return to the Project List form.
Add contacts from Microsoft Outlook
If you use Microsoft Outlook, you can add employees from that program without having to re-type the information.
-
On the Project List form, click Employee List.
-
On the Employee List form, click Add From Outlook.
-
In the Select Names to Add dialog box, select the names that you want to add to the database.
-
Click Add, and then click OK.
Add a new project
-
On the Project List form, click New Project.
-
On the Project Details form, fill in the details of the project, and then click Close.
Edit an existing project
-
On the Project List form, double-click the project that you want to edit.
-
On the Project Details form, add or edit the details of the project.
Add a task
-
On the Project Details form, click Add Task.
-
On the Task Details form, fill in the details of the task, and then click Close.
Access displays the new project in the Project Tasks list on the Project Details form.
Edit a task
-
On the Project Details form, click the Project Tasks tab.
-
Double-click the task that you want to edit.
-
On the Task Details form, edit the details of the task, and then click Close.
Add a common task
Common tasks are tasks that are frequently used in many different projects, such as budgeting or training. After you enter a common task, it can be added to any project in the Project database without having to re-enter the task details.
-
On the Project Details form, click Common Tasks.
-
Select the check box next to each common task that you want to add to the project. Add new common tasks to the end of the list.
-
Click Close to return to the Project Details form.
-
Filter the Project List
On the Project List form, you can filter the list of projects, and save your favorite filters for future use.
-
Apply filters by right-clicking the form and selecting the filters you want.
-
Click Save Filter.
-
On the Filter Details form, enter a filter name and description, and then click Close.
-
Use the Filter Favorites box to apply a saved filter, or click (Clear Filter) to remove the filter.
Display project or employee details
The Project Details form and the Employee Details forms let you view and enter more information about a project or employee. To display the Project Details form or the Employee Details form:
-
On the Project List form or the Employee List form, double-click the item that you want to see.
Add attachments
On the Project Details form, the Task Details form, and the Employee Details form, you can add pictures and other attachments.
-
On any Details form, double-click the Attachments field (on the Employee Details form, double-click the picture icon).
-
In the Attachments dialog box, click Add.
-
In the Choose File dialog box, browse to the folder that contains the file.
-
Select the file you want to add, and then click Open.
-
In the Attachments dialog box, click OK.
Note: You can attach multiple files for each item, including different file types such as documents or spreadsheets.
Display reports
The Projects database includes several reports, including Open Projects, Task Details, Employee Address Book, and more. To display a report:
-
On the Project List form, select the report that you want to display from the Reports list.
To print a report:
-
Click File > Print.
You can create your own custom reports. For more information, see the article Create a simple report.
