Access lesson 2
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This document discusses how to create and design an Access database and tables. It explains how to create a database using a template, create a table in Datasheet View, set the primary key, and save a table. It also describes how to work in Design View to modify field properties, data types, and field sizes.
Access lesson 2
- 1. 1 Access Lesson 2 Creating a Database Microsoft Office 2007: Pasewark & Introductory Pasewark
- 2. 2 Microsoft Office 2007: Pasewark & Introductory Pasewark Objectives • Create a database. • Design, create, and save a table in Datasheet view. • Set a field’s data type in Datasheet view. Access – Lesson 2 • Add, delete, rename, and move fields in Design view. • Set field properties in Design view.
- 3. 3 Microsoft Office 2007: Pasewark & Introductory Pasewark Vocabulary • Alphanumeric data • AutoNumber • Blank Database template Access – Lesson 2 • Data type • Default Value property
- 4. 4 Microsoft Office 2007: Pasewark & Introductory Pasewark Vocabulary (continued) • Description • Field Size property property • Format property • Design grid • Primary key Access – Lesson 2 • Design view • Required property • Field Properties • Template pane • Field property
- 5. 5 Microsoft Office 2007: Pasewark & Introductory Pasewark Creating a Database • The first step in creating a database is to create the file that will hold the database objects. Access – Lesson 2 • You can use a template that already has objects in it. • You can also use a Blank Database template with no objects in it.
- 6. 6 Microsoft Office 2007: Pasewark & Introductory Pasewark Creating a Database (continued) • To create a database, start Access. • On the Getting Started with Microsoft Access page, double- Access – Lesson 2 click the template you want to use. • Specify a file name and storage location. • Click Create to create the new database and open it in Access.
- 7. 7 Microsoft Office 2007: Pasewark & Introductory Pasewark Creating and Saving a Table In Datasheet View • When you create a blank database, Access creates the first table and names it Table1. • You can change the name when you save it. • To save, click the Save button on the Quick Access Access – Lesson 2 Toolbar. Fill in the name in the Save As dialog box. • The new table name appears on the tab for the table and as an object in the Navigation Pane.
- 8. 8 Microsoft Office 2007: Pasewark & Introductory Pasewark Designing a Table in Datasheet • After creating a table, you need to tell Access what fields to include. • Access creates one field named ID and sets it as the primary key. Access – Lesson 2 • A primary key is the field that contains a unique field value for each record. • In some tables, this field is called AutoNumber because it automatically adds a unique number.
- 9. 9 Microsoft Office 2007: Pasewark & Introductory Pasewark Access – Lesson 2
- 10. 10 Microsoft Office 2007: Pasewark & Introductory Pasewark Designing a Table (continued) • You can tell that Access created an AutoNumber for the ID field because of the word New in the first record’s field. • Good candidates for being a primary key are Access – Lesson 2 ▫ Employee numbers ▫ Social security numbers ▫ Student ID numbers • The advantage of setting a primary key is that Access will not let you enter duplicate values for this field in different records.
- 11. 11 Microsoft Office 2007: Pasewark & Introductory Pasewark Access – Lesson 2
- 12. 12 Microsoft Office 2007: Pasewark & Introductory Pasewark Designing a Table (continued) • To enter a field name in Datasheet view, double-click the “Add New Field” field selector. • After you have created all the fields, you can enter the first record. Access – Lesson 2 • Access assigns a data type as you enter data (Text, Memo, Number, etc.). • You can change the data type for a field by clicking the Data Type arrow in the Data Type & Formatting group on the Table Tools Datasheet tab.
- 13. 13 Microsoft Office 2007: Pasewark & Introductory Pasewark Working in Design View • In Design view you can add, delete, and make changes to how fields store data. • The field names and data types appear Access – Lesson 2 in the upper half in a design grid. • The Field Properties pane appears below. • A selected field turns orange. The primary key has a key symbol in it.
- 14. 14 Microsoft Office 2007: Pasewark & Introductory Pasewark Table in Design View ( Behind the Scene) Unique ID Like SS# Access – Lesson 2
- 15. 15 Microsoft Office 2007: Pasewark & Introductory Pasewark Working in Design View (continued) • You can use the options in the Tool group on the Table Tools Design tab to: ▫ Add and delete fields, insert a field ▫ Drag fields in the design grid to a new location ▫ Rename a field, and change a field’s data type Access – Lesson 2 • The Description property in the design grid is optional, and you can use it to describe what to enter in the field. • Any changes made in Design view are automatically updated in Datasheet view when you save the table.
- 16. 16 Microsoft Office 2007: Pasewark & Introductory Pasewark Changing Field Properties in Design View • A field property describes the field’s contents beyond the field’s basic data type, such as: ▫ Indicating number of characters allowed ▫ Indicating allowable values • Field properties will vary depending on the field’s Access – Lesson 2 data type. • The Field Size property sets the number of characters you can store in a Text, Number or AutoNumber field. • There is an array of Field Size property options including the ability to store decimals, positive numbers, negative numbers, or whole numbers.
- 17. 17 Microsoft Office 2007: Pasewark & Introductory Pasewark Access – Lesson 2
- 18. 18 Microsoft Office 2007: Pasewark & Introductory Pasewark Access – Lesson 2
- 19. 19 Microsoft Office 2007: Pasewark & Introductory Pasewark Changing Field Properties in Design View (continued) • Use the Format property to specify how you want Access to display numbers, dates, times and text. • For example, if you enter the date 10-28-10, Access will display it as October 28, 2010, if the Format Access – Lesson 2 property is set that way. • The Default Value property enters the same field value in a field every time a new record is added to a table. • The Required property specifies whether you must enter a field value in a record.
- 20. 20 Microsoft Office 2007: Pasewark & Introductory Pasewark Summary • Creating a database creates a file that will store database objects. You can create a database using a template or a Blank Database template. • You can create a table in Datasheet view by entering Access – Lesson 2 the field names, and then entering the first record. • Access assigns the data type as you enter data. Access also creates an ID field to serve as the table’s primary key. The primary key is the field that contains unique field values for every record in a table.
- 21. 21 Microsoft Office 2007: Pasewark & Introductory Pasewark Summary (continued) • To save a table, click the Save button on the Quick Access Toolbar. • A field’s data type determines the type of data that can be entered, including text, numbers, or Access – Lesson 2 a combination of both. • The data types for Access are Text, Memo, Number, Date/Time, Currency, AutoNumber, Yes/No, OLE Object, Hyperlink, Attachment and Lookup Wizard.
- 22. 22 Microsoft Office 2007: Pasewark & Introductory Pasewark Summary (continued) • In Design view you can add, delete and rename fields. • A field property describes a field beyond the data type. The properties you can set depend on the data type. Additional properties include: Access – Lesson 2 ▫ Description property describes the field ▫ Field Size property sets # of characters/numbers ▫ Format property sets formatting (i.e. date format) ▫ Required property is used when a field must contain data