1. Data Types and Field Properties 5.01 Understand database tables used in business.

2. Side 2 It’s All in the Details Let’s dig a little deeper into the details of how data is formatted and represented in database tables

3. 5.01 Understand database tables used in business. Side 3 Data Types and Field Properties   Data types and field properties are used to format data so that it can be used and managed   The data type defines the value of a cell and the field property defines the format of the data within the cell   For example: the data type for a zip code field is number and the field property is used to limit the size of the entry to 5 characters

4. Why are data types important?  To control data.  In the example on the left, the Age data was sorted in descending order, but because the data type was not set as Number, the field cannot be sorted correctly. 5.01 Understand database tables used in business. Side 4  In the example on the right, the Adoption data was correctly sorted in ascending order because the data type for Date was used.

5. Example of a Data Type  The data type for the adoption date field is date/time 5.01 Understand database tables used in business. Side 5

6. What data types are available?  Text  Memo  Number  Date/time  Currency  AutoNumber  Yes/No  Lookup Wizard 5.01 Understand database tables used in business. Side 6 Note: OLE Object and Hyperlink data types are not addressed in this objective.

7. Data Types Text   Used for data that will be sorted in alphabetical order or listed randomly, but will not be used in mathematical calculations.   This is the default setting Memo   U sed for lengthy entries that allows combinations of text and numbers

8. Data Types Number   Used for data that may be calculated, sorted, or filtered. Date/time   Used to arrange and sort data chronologically, often used with the input mask field property

9. Data Types Currency   Used to format numbers as decimal values with a dollar sign. The default format for currency is two decimal places. Auto Number   Used to automatically assign a number to each record and to assist in preventing duplication of data.

10. Data Types Yes/No   A data type in toggle format that allows a user to select a yes or no value in a database cell. The default setting is No. Lookup Wizard   Used to define preset values for database entries. This feature increases productivity and accuracy by reducing the amount of data entry required

11. When to use data types:  Think of data types and field properties as tools that increase the power of the database.  The default format for all data types is text.  Use a different data type if you need to control how the data in a particular field will be searched, sorted, or used in calculations. 5.01 Understand database tables used in business. Side 11

12. Why are field properties important?  To control how data is entered in a field  Requiring the same format for all of the phone numbers is a way to ensure accuracy 5.01 Understand database tables used in business. Side 12 In this example, an Input Mask field property was used to force the user to enter the telephone number in a specific format.

13. Example of a Field Property 5.01 Understand database tables used in business. Side 13  An input mask field property is used for the Adoption Date field to make sure the date is entered correctly Actual Data

14. Field Properties: 5.01 Understand database tables used in business. Side 14 Field Size Field Size Format Format Input mask Input mask Caption Caption Note: Only 4 field properties are mentioned and addressed in this objective.

15. When to set field properties:  Use a field property if you want to specify how the data is entered, what data can be entered, and how the data will appear. 5.01 Understand database tables used in business. Side 15

16. Field Properties Field Size   to control the size of the field, measured in characters Format   Used to control the layout of the field, such as one or two decimal places

17. Field Properties Input Mask   a template-like field property that regulates how data is entered in a cell. For example, if the phone number input mask is used, the user will be prompted to input data in a specific format, such as (919) 555-5555. Caption Used for column naming that allows a more user- friendly and properly formatted field name than the field name stored in the database design

18. Steps in Creating a Database 1. Plan the structure of the database (sketch on paper) a) How will the data be grouped? b) What will the field names be? c) What will you name the database? 2. Open and save a new database 3. Create a table 4. Enter the field names a) Set the data types b) Set the field properties 5. Enter the data 5.01 Understand database tables used in business. Side 18