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LectureWhat are Tables?Creating a New TableAdding FieldsField Data TypesField Data Types (cont.)Field PropertiesField Properties (cont.)Primary KeysViewing Table DataEditing Table DataColumn WidthSortingAccess with ExcelImporting from ExcelImporting from Excel (cont.)Table RelationshipsRelationships in AccessSlide 19Lookup FieldsLookup Fields (cont.)Helpful HintsClose Access BEFORE you uploadLectureAccess – TablesWhat are Tables?RecordsFieldsCreating a New TableAccess 2007Access 20071. Create Ribbon2. Table DesignAdding FieldsThe name of the Field to be used throughout the Database. Field names must be unique per table. Avoid using spaces, and be careful with your spelling.Field Data TypesData Types specify the kind of information that is going into each Field. This helps keep the data consistent, so that you can use it later in Reports and Queries. What good is a Number field if someone types text into it, right?Field Data Types (cont.)•Text•Memo•Number•Date/Time•Currency•AutoNumber•Yes/NoPress F1 while choosing a Data Type for help on the available choices!Field PropertiesEach Field, in addition to its Data Type, has a number of Properties that can further define its behavior. A text field, for example, can be limited in its size, be required, have a default value, etc. This can help your users save time and ensure your data stays clean.Help on each Property appears here.Field Properties (cont.)•Field Size•Format•Decimal Places•Input Mask•Default Value•RequiredThese are the more common Field Properties.Your choice of Field Properties will depend on the Data Type you are modifying.Primary Keys•The AutoNumber datatype is great for primary keys because they are automatically assigned as new records are added, and cannot be changed.•When you save a Table for the first time, Access will recommend you designate a Primary Key.Viewing Table DataToggles between Design and View mode.Double-ClickEditing Table Data“Empty” record ready for dataEdit data just like Excel.Record navigation and count.Column WidthSortingAccess with Excel•Access and Excel “talk” to each other:–Importing–Exporting–LinkingImporting from ExcelImporting from Excel (cont.)Do not import the FullName or Location columns.Table RelationshipsDatabases almost always have multiple tables that are all related.CustomersCustomersLine ItemsLine ItemsPaymentsPaymentsInvoicesInvoicesEmployeesEmployeesRelationships in Access•Databases store the Relationships between tables to keep things straight.•When a Lookup is defined for a field, a Relationship is automatically created. •In Access, Relationships are displayed with the Relationships toolbar icon.Relationships in AccessLookup Fields•Create a drop-down menu•Menu choices can be linked to other tables (dynamic) or specified (static)•Used to link records across tables, ie:–Invoice to Customer–Employee to Invoice•Can require user to choose from your list(great for consistency)Lookup Fields (cont.)In our Orders table, we want the ProductID field to be a drop-down choice based on the Products table. We want to show the Product Name but store the ProductID number.Helpful Hints•Always have a Primary Key•ZIP Codes and Phone Numbers are Text•Double-check your spelling•Spaces matter, CAPS do not•Percentages are Numbers, with field size Single, and .00% as inputmask•Test a Lookup as soon as you make itClose Access BEFORE you upload•Temp “locked file” open•Access must be closed to effectively close this file•If you upload while Access is open, the database becomes damaged and


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PACIFIC COMP 025 - Access Tables

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