Access  Getting Started  Creating Tables  Designing Tables Worksheet #8.

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Presentation transcript:

Access  Getting Started  Creating Tables  Designing 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