Tables
Access tables
are electronic containers for holding data. They provide the basic
framework for a database. Tables consist of rows that run horizontally
and columns that run vertically. A record is a row in a table
that contains information about a particular person, place or
thing. A field is a discrete piece of information that is a part
of a record. Each field appears in a separate column in the table.
(Last name is a field and all of the last names in the table are
known collectively as the Last Name field.) The easiest way to
create a table is to use the Table Wizard.
Creating
Tables Using the Table Wizard
To Create
a Table using the Table Wizard:
1. Open
your database.
2. In the
database window, click the small arrow beside the New Object:
Table icon on the menu bar, then select Table on
the pull-down list. The Table Wizard window will then open.
New Object:
Table Icon
with Arrow
New Object:
Table
Pull-Down List
3. Select
Table Wizard from the New Table Menu. Click OK.
4. On the
Table Wizard screen, first, select from two categories of table
types-Business or Personal. The choice determines what list
of sample tables that will appear.
5. Select
a type of table from the Sample Tables list. The fields for
the table you select will then appear in the Sample Fields list.
6. Add fields
to the Fields in My New Table list. Select the field (or fields)
you want to add and click the Add (>) button to move
it to the list. Move all of the fields by clicking the Add
All (>>) button.
Notes:
To rename
a field you have added, click the Rename button and
type a new name into the Rename field box, then click OK.
To remove
unwanted fields, select the unwanted field in the Fields in
My New Table list and click the Remove (<) button.
To remove
all of the fields you have added, click the Remove All
(<<) button.
7. Repeat
steps 5 and 6 as needed to select more fields for the table.
Fields from more than one of the sample tables may be use used
for the table you are creating.
8. Click
Next.
9. The next
screen asks for a name for your table. Type in a name. This
screen also contains a dialog box that asks whether you want
the wizard to create a primary key for the table or allow you
to select the primary key. The primary key is the field that
is used to uniquely identify each of the records in the table.
(This is usually an ID number.)Click Yes, Set a Primary Key
for Me to have your wizard choose your primary key field.
10. Click
Next.
11. The
last screen of the wizard appears. You may select options to
modify the table's design, enter data directly into the new
table, or have the wizard create a data entry form for you.
Make your selections.
12. Click
Finish.
The new
table will then appear.
New Table
Creating
Tables From Scratch
To Create
A Table From Scratch:
Creating tables
from scratch gives you more control over all aspects of creating
your table than the Table Wizard. The instructions below are for
creating a table in the Design View. (The Datasheet View may also
be used for creating tables.)
1. Open
your database.
2. In the
database window, click the small arrow beside the New Object:
Table icon on the menu bar, then select Table on
the pull-down list. The Table Wizard window will then open.
New Object:
Table Icon
with Arrow
New Object:
Table
Pull-Down List
3. Select
Design View from the New Table Menu. Click OK.
3. Click
your cursor in the first row of the Field Name column. Type
the field name for the first field in your table, then press
Tab or Enter to move to the Data Type column.
4. When
your cursor moves to the Data Type column, an arrow appears
for a drop-down list. The default type setting is Text, but
several other data types are available (see table below). Click
the Data Type drop-down list and select a field type.
Data
Types and Formats
- Text
- Used for text and numbers (that will not be used in calculations)
of up to 255 characters.
- Memo
- Used for lengthy text.
- Number
- Used for numbers that will be used in mathematical calculations.
- Date/Time
- Used for date and time values.
- Currency
- Used for numbers formatted for currency.
- AutoNumber
- Sequentially numbers each new record. Only one AutoNumber
field can be added to a table. This field type is usually
used for the primary key field.
- Yes/No
- Used for fields with true/false types of data.
- OLE
(Object Linking and Embedding) - Used for pictures,
spreadsheets, or other items from other software programs.
- Hyperlink
- Used to link to another file or a location on a web page.
- Lookup
Wizard - Used to choose values from another table.
Formatting
Option for Data Types
- Field
Size - Field size is the maximum number of characters
a user can input in that field. (This applies only to Text
fields.)
- Format
- Format is selected by using a drop-down list of available
formats for field types.
- Decimal
Places - For number fields, you may specify a default
number of decimal places that a number shows.
- Default
Value - If a field is going to use the same value for
almost all records, you can set a default value.
- Required
- Select Yes to require a particular field to be filled
in for each record.
5. After
selecting the data type, press Enter to move to the Description
column. Type a description for the field. (The description is
optional.)
6. Repeat
steps 3, 4, and 5 to enter other fields and their field types.
7. Set the
Primary Key. The primary key is used to uniquely identify each
record in a table. Some type of ID number is commonly used.
To set the primary key: In the Table Design view, select the
field you want to use for the primary key. Select Edit,
then Primary Key, or click the Primary Key icon
on the toolbar.
Primary
Key Icon
8. After
you select the primary key and finish entering your table fields,
you need to save your table. Click the Save button on
the toolbar or use the Save As dialog box (File, Save
As).
9. Enter
a name for your table, then click OK.
10. After
saving the table click the View icon on the toolbar.
Select Datasheet View from the pull-down menu.
View Icon
View Pull-Down
Menu
11. To close
the table, click on the table's Close (X) icon
in the top right corner of the window.
Close
Icon
