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Creating Tables in MS-Access

This document provides instructions for creating tables in Microsoft Access. It explains how to: 1) Create a new blank database and name it. 2) Build a table using the Datasheet View by entering field names and setting data types. 3) Create tables using Table Templates or the Design View and set properties for each field like data type. It also covers how to use lookup fields to store options from other tables, and how to create relationships between tables. The overall objective is to teach students how to successfully create simple tables in Access.

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JaMer Po
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© Attribution Non-Commercial (BY-NC)
Available Formats
Download as PDF, TXT or read online on Scribd
613 views

Creating Tables in MS-Access

This document provides instructions for creating tables in Microsoft Access. It explains how to: 1) Create a new blank database and name it. 2) Build a table using the Datasheet View by entering field names and setting data types. 3) Create tables using Table Templates or the Design View and set properties for each field like data type. It also covers how to use lookup fields to store options from other tables, and how to create relationships between tables. The overall objective is to teach students how to successfully create simple tables in Access.

Uploaded by

JaMer Po
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 18

CREATING TABLES IN MS-ACCESS

BCA20 BA, BB, BD, ACC Florence B. Reyes

OBJECTIVE:
Students

are expected to be familiar with MSAccess environment. Build a table by entering field names and setting data types. Create table using the Datasheet View, Table Templates, and Design View. Update table values using a lookup field a field that contains a list of choices. Create a relationship. Can successfully create simple tables.

HOW TO START CREATING A DATABASE?


Open MS-Access application by clicking >Start Menu >All Programs >Microsoft Office>MSAccess You start by creating a new, blank database

Click on the Blank Database

1.

Assign a File Name: CreatingTables_FamilyName then click create Type the desired file name

2.

Click Create button

3.

HOW TO CREATE A TABLE USING DATASHEET VIEW?

The new table opens automatically in Datasheet view.

4.

4.

Notice how the new table contains a field called ID. That's your primary key, simply DOUBLE-CLICK the first field header and enter the primary key, then press ENTER.

HOW TO CREATE A TABLE USING DATASHEET VIEW?

5.

5.

Go to the next blank field and enter a name in that header. Repeat the process until you've entered names for all your fields but with a couple exceptions: don't add any lookup fields, and don't add foreign key fields.

HOW TO CREATE A TABLE USING DATASHEET VIEW?


6.

7.

When you've finished, go to the Quick Access Toolbar and click Save. In the Save As dialog box, enter the name for the table and click OK.
6.

7.

Customer

HOW TO SET DATA TYPE?

After you enter field names, you'll need to set the data type for each field. 2.

3. 1.

1.

2. 3.

Select the field that needs a data type. Just click the field header. If it isn't already selected, click the Datasheet tab. In the Data Type & Formatting group, open the Data Type list and select an option.

HOW TO USE THE TABLE TEMPLATES?

The templates capture data for common business needs, and all the fields and data types are set up for you.
1.

2.

1. 2.

Click the Create tab. In the Tables group, click Table Templates, and then click the template you want to use. You can use the template right away just start entering data or you can add, remove, or change the fields. Just make sure you save the table and give it a descriptive name.

HOW TO CREATE TABLE USING DESIGN VIEW?

Design view allows you to build a table from scratch and set or change every available property for each field. You can also open existing tables in Design view and add, remove, or change fields.
1. 4.

2.

3.

1.

On the Create tab, in the Tables group, click Table Design.

HOW TO CREATE TABLE USING DESIGN VIEW?


1. 4.

2.

3.

2.

In the Field Name column of the designer, enter the names of your table fields. As a rule, the first field you create should be your primary key field. And remember that you don't need to add any foreign key fields now. You can do that when you create your relationships.

HOW TO CREATE TABLE USING DESIGN VIEW?


1. 4. 2.

3.

3.

4.

In the Data Type column, use the list next to a field name to choose a data type for that field. Optionally, use the Field Properties pane to set properties for individual fields. For example, you can use the pane to change the values in a lookup field. Dont forget to save changes and give your new table a name that describes the data it contains

HOW TO USE THE LOOKUP?


Lookup fields can store a list of options internally, or they can look up data from fields in other tables. ROW SOURCE TYPE: TABLE/QUERY Make sure that the table/query already exist for the Lookup column.

2.

1. 3.

Click the Datasheet tab, and in the Fields & Columns group, click Lookup Column to start the Lookup Wizard.

Switch your table to Datasheet view.

On the first page of the wizard, click I want to lookup column to look up the values in a table or query. and click Next.

HOW TO USE THE LOOKUP?


6.

Fourth page of the wizard will ask you what sort order you want for the List Box. Fifth page of the wizard will allow you to adjust the columns for the look up field.

4.

7.

On the next page of the wizard, select the table that contains the field needed for your look up and click next.
5.

8.

On the last page, enter a name for the new field and click Finish.

The third page of the wizard, select the field(s) from the Available Fields: and click the arrow to the right so that the field(s) will be in the Selected Fields: and click next.

HOW TO USE THE LOOKUP?


3. 4. 1.

2.

5.

3.

4.

On the first page of the wizard, click I will type in the values that I want and click Next. On the next page of the wizard, make sure the Number of columns box contains a 1 and then enter your options in the grid, one option per row. On the third page of the wizard, enter a name for the new field and click Finish.

5.

HOW TO USE THE LOOKUP?


ROW SOURCE TYPE: VALUE LIST
3.

4. 1.

2.

5.

1.

Switch your table to Datasheet view. You can do that by right-clicking the tab for the table and clicking Datasheet view. Click the Datasheet tab, and in the Fields & Columns group, click Lookup Column to start the Lookup Wizard.

2.

HOW TO CREATE A RELATIONSHIP?


1.

Click the Datasheet tab. In the group Relationships select the Realtionships.

2.

4.

On the Design tab click on the Show Table.


3.

Add all the table at ones.

Select the line that connects the table and right click, select Edit Relationship

HOW TO CREATE A RELATIONSHIP?


In the Edit Relationships dialog box, check the three (3) check boxes and click on OK.
5.

Congratulations! you have a one-to-many relationship.

YOU CAN START YOUR ACTIVITY 1


Good Luck!

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