AccessGetting StartedCreating TablesDesigning Tables

Worksheet #8

Database: A collection of information related to a general topic. A database can contain tables, forms, queries, or reports.

Table: A collection of information about a specific topic. There can be more than one table in a database. A table consists of records and fields.

Form: Provides an easy-to-use format that allows information to be quickly viewed, entered, and changed.

Query: Allows criteria to be specified that finds information of interest in the database.

Report: A professional-looking document that summarizes data from the database.

Field: A specific category of information in a table.

Record: A collection of information about one person, place, or thing in a table.

1) Purpose of the Database?

2) What Tables Are Needed?

3) What Fields Are Needed?

4) What Relationships Between Tables Are Required?

Create a Blank Database Pages A6-A7

Using the Database Window. Open an Object (A8-A9)

Tables/Queries/Forms/Reports) Rename an Object Delete an Object

Create a Table in Datasheet View Pages A12-A13 / B4-B5 Add records / field names / primary key

Change View of Table Datasheet View: This view displays all records

in a table and allows you to enter, edit, and review records.

Design View: This view displays the structure of a table and allows you to change settings to specify the type of information you want to enter.

Rename a Field Click and change name.

Add or Delete a Field Add – Insert / Column Delete – Edit / Delete Column

Change Column Width Click and change or double-click the right

edge to fit the longest item

Open a Table Database window / click on object

Move Through Records A10 / A11

Add or Delete a Record Pages A14 / A15 Add – button on bottom (> *) / Delete –

button top

Select and Edit Data

Hide or Freeze a Field Select fields / right click / freeze or

hide

Rearrange Fields in the Design View

Click and drag fields to new position

Add a Field Description

Properties in Database window

Change a Data Type Text Memo Number Date/Time Currency AutoNumber Yes/No

Select a Format Add Lookup (Textbox / Listbox /

Combobox) Change the Field Size

Select table in Design View / Edit properties

Add a Default Value Select table in Design View / Edit properties

Data Entry Required Select table in Design View / Edit properties

Add a Validation Rule <1000 (less than 1000) >M (finds the letter M and the text staring with the

letters A to L) <>0 (not equal to zero) Between 100 and 200 = Canada (exact match) Is Null (finds records that do not contain data in

the field) In (100, 101) - finds the numbers 100 and 101 Between 100 And 200 (finds the numbers from

100 to 200)

Set the Primary Key Primary Key: A field that holds a unique

value for each record in a table (e.g. employee number). All tables should have a primary key.

Design View / Select field / Primary key

Define Relationships Between Tables Database window / relationships button Drag tables into window / select field used to

create relationships / create