Chapter 3 Working with MS Access 2010 Part-2 \ ‘| Class-8 ComputerWORKING WITH TABLES A table is a database object, which is used to store information in an organized manner. It consists of rows and columns with small rectangles called cell. Each cell of data in a table is a part of both a field and a record. Each field has a data type that determines the type of values that can be stored under it. The type of data contained within a field is described by the title at the top of each field, known as Field Names. Lets now understand data typesDATA TYPES Data types are used to declare the fields of a table. A data type determines the type of data, a specific field can accept. Once the data type is defined, we cannot enter a different type of data in it. If we try to do so, an error message will be displayed.Text. Number Memo Date/Time Auto Number Yes/No DATA TYPES OLE Hyperlink Lookup Wizard Attachment Calculated Rich TextDATA TYPES TEXT It is used to store text or a combination of text and numbers that does not require calculations, such as addresses, phone numbers, etc. The fields with this data type can have maximum of 255 characters.DATA TYPES TEXT It is used to store text or a combination of text and numbers that does not require calculations, such as addresses, phone numbers, etc. The fields with this data type can have maximum of 255 characters. 1D | Student | Age | Intro | Date of | Aadhar | 1D Card Name BirthDATA TYPES NUMBER Stores numeric information that you can use for calculations. A number data type can store integer values as well as decimal values. The maximum size of a number field can be 16 bytes. 1D | Student | Age | Intro | Date of ‘Name BirthDATA TYPES MEMO Stores text and numbers up to 65,536 characters. It is used for descriptive fields such as notes, comments, description, etc. AgeDATA TYPES DATE/TIME Stores date type information like date of birth, date of joining, date of leaving, etc. The maximum size used by this data type is 8 bytes. Calculations related to dates can be done in this field type. 1D | Student | Age | Intro | Date ot | Aadhar | 1D Card Name BirthDATA TYPES AUTO NUMBER Generates a sequential number whenever a new record is added to a table. The value in the AutoNumber field cannot be changed. It stores data as 4 byte values typically used in primary keys. 10 ‘Student ‘Name Age Intro | Date of BirthDATA TYPES YES/NO It is used at places where the field can have only one possible value. It can either be True/False, Yes/No, or On/Off. For example, a student can either be A male or a female. 10 ‘Student | Age ‘Name Birth ‘Account DoeDATA TYPES OLE It stands for Object Linking and Embedding. It is used to embed an object created in another application, such as Microsoft Word document, Excel spreadsheet, or PowerPoint presentation into the Access table. It stores up to 2 GB of data. 1D | student | Age | intro | Dateof | Aadhar | iDcard | Social | marks | other | Per% Name Birth ‘Account DoeDATA TYPES HYPERLINK The Hyperlink data type can store links to web pages, web sites, files on an Intranet or LAN on your computer. It stores up to 1 GB of data.DATA TYPES LOOKUP WIZARD A Lookup wizard helps you to create a field whose values are chosen from the values in another table, query, or list of values. By default, Access sets Lookup fields to the Number data type 1D | Student | Age | Intro | Date of Name BirthDATA TYPES ATTACHMENT This data type allows you to attach images, spreadsheet files, documents, charts, and other types of supported files to the records in your database, much similar to the manner you attach files to e-mails. 1D | student | Age | Intro | Date ot | Aadhar ‘Name BirthDATA TYPES CALCULATED This data type is used when a user creates table fields that calculate values. The calculations can include values from fields in the same table as well as from built- in Access functions. This data type is used mostly in case of queries, forms, and tables. 10 ‘Student ‘NameDATA TYPES RICH TEXT Text or combinations of text and numbers that can be formatted using colour and font controls. Age 1D CardVIEWS OF A TABLE You can work on a table in two views: Design View and Datasheet View. DESIGN VIEWVIEWS OF A TABLE You can work on a table in two views: Design View and Datasheet View. DESIGN VIEW In Design View of the table, you can enter the field names, their data types, and description. The Design View is divided into two parts Field Grid Pane: In this pane, you can define the field names, their data types, and description. Field Properties Pane: This section is used to set properties for the fields defined in the table.VIEWS OF A TABLE DATASHEET VIEW Datasheet View is used to enter data in a table. When you double click the table name in the Navigation pane, it opens the table in the Datasheet View.SWITCHING BETWEEN VIEWS To switch the view Click on the View option in the Views group on the Home tab to change the desired view.CREATING A TABLE