Microsoft Access
Tables
A table is a collection of data about
a specific topic, such as students or contacts. Using
a separate table for each topic means that you store
that data only once, which makes your database more
efficient, and reduces data-entry errors.
Tables organize data into columns
(called fields) and rows (called records).
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Create a table in Design
View
If you haven't already done so, switch
to the Database Window. You can press F11 to switch
to the Database window from any other window.
Double-Click "Create table
in Design view".
(DESIGN VIEW) |
Define each of the fields in
your table.
Field Name - Enter the categories
of your table.
Data Type: - Enter the type you want
for you categories.
Description - Enter text that describing
the field. (optional).
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Primary
Key
One or more
fields (columns) whose value or values uniquely
identify each record in a table. A primary key
does not allow Null values and must always have
a unique value. A primary key is used to relate
a table to foreign keys in other tables.
NOTE: You do not have
to define a primary key, but it's usually a good
idea. If you don't define a primary key, Microsoft
Access asks you if you would like to create one
when you save the table.
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To
do this, simply select the Soc Sec # field
and select the primary key button.
After you do this, Save
the table. |
Switching Views
To switch views form the datasheet (spreadsheet view)
and the design view,
simply click the button in the top-left hand corner of
the Access program.
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Datasheet View |
Design View |
Displays the view, which allows you to enter raw
data into your database table. |
Displays the view, which allows you to enter fields,
data-types, and descriptions into your database
table. |
Entering
Data Directly
Click on the Datasheet View and simply start
"chugging" away by entering the data
into each field.
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Manipulating Data
Adding a new row
Drop down to a new line and enter the information.
Updating a record
Select the record and field you want to update, and change
its data with what you want.
Deleting a record
Select the entire row and hit the Delete Key on the keyboard.
Advanced Table Features
Assigning a field a specific set of characters
Example) Making a Social Security Number only allows 9 characters.
Switch to Design View.
Select the field you want to alter.
At the bottom select the General Tab.
Select Field Size.
Enter the number of characters for this field.
Formatting
a field to look a specific way
(HINT: You do not need to assign a
field a specific set of characters if you do this)
Switch to Design View.
Select the field you want to format.
At the bottom select the General Tab.
Select Input Mask Box and click on the ...
button at the right.
Select Phone Number option.
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Click on Next
Leave !(999) 000-0000 the way it is. This is
a default.
Click Next
Select which option you want it to look like
Click Next
Click Finish |
Selecting a value from a dropdown box with a set
of values that you assign to it.
Switch to Design View.
Select the field you want to alter.
At the bottom select the Lookup Tab.
In the Display Control box, select Combo
Box.
Under Row Source Type, select Value List.
Under Row Source, enter the values how you
want them displayed, separated by a column. (Auburn,
Bay City, Flint, Midland, Saginaw)
NOTE:This will not alphabetize them for you,
so you will have to do that yourself. It should look
something like this:
Select in the datasheet view and you should see the
change when you go to the city field.
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