Creating Microsoft Access Tables. Tables are the foundation of an Access database. Access stores data in tables. This lesson teaches you how to create a table, add fields to a table, assign data types to fields, and set field properties. Understanding Tables A table is a set of columns and rows. Each column is called a field. Within a table, each field must be given a name and no two fields can have the same name. Each value in a field represents a single category of data. For example, a table might have three fields: Last Name, First Name, and Phone Number. The table consists of three columns: one for last name, one for first name, and one for phone number. In every row of the table, the Last Name field contains the last name, the First Name field contains the first name, and the Phone Number field contains the phone number. Each row in a table is called a record. Report Builder for Microsoft Access helps you create dynamic, professional Access reports faster. Create and Enhance Access; Create New Access. Use Report Builder to create attractive. How to Set Up Payroll in Microsoft Access. Setting up payroll in Microsoft Access is a good tool to track employee records. Create fields for all of the information required from new employees. The Microsoft Office Access 2007 Runtime enables you to distribute Access 2007 applications to users who do not have the full version of Access 2007 installed on their computers. Microsoft Access is a database software package. Getting Familiar with Microsoft Access 2007 for Windows. Access creates the Northwind database and opens it. How can I create a program-like data system using Microsoft Office Access? Access is now much more than a way to create desktop databases. Microsoft Access 2016 is the latest version of Access. Other Microsoft sites. Start Access and click 'New' from the 'File' menu or 'Office Button.' Click 'On My Computer.' Select the type of database desired and click 'OK.' Enter a name for the database and click 'Create.' The. All of the data in a table should refer to the same subject. You can view an Access database as a collection of related tables. For example, in a database that contains tables for Employees, Students, and Courses, the Employees table lists the employees, the Students table lists students, and the Courses table lists the courses students can take. After Access creates a blank database, it opens in Datasheet view and makes available the tools you need to create a table. Datasheet view displays a table as a set of columns and rows. When you view a blank database for the first time in Datasheet view, you see a column named ID. This column is by default the primary key field. A primary key is a field or combination of fields that uniquely identify each record in a table. No two records in a table should have the same values in every field. For example, the following should not occur in a table. Last Name. First Name. City. Smith. John. Jonestown. Smith. John. Jonestown. In the real world, it is possible to have two people from the same city with the same first and last name. In cases like this, you can use the ID field as the primary key field and use it to make each record unique. The resulting table will look like the one shown here. IDLast Name. First Name. City. 1Smith. John. Jonestown. 2Smith. John. Jonestown. Access provides several methods for creating a table. One method is to use the Rename option with the Add New Field column labelto give each column the field name you want it to have and then to type or paste your data into the table. Field names can include letters, numbers, and spaces and can be up to 6. When you save your table for the first time, Access gives you the opportunity to name your table. Each table name must be unique; hence, two tables in the same database cannot have the same name. The table name should describe the data in the table; can consist of letters, numbers, and spaces; and can be up to 6. When choosing a table name, try to keep it short. Access creates the field. Type the next field name. Access creates the field. Press Enter without entering a field name to end your entries. Or. Right- click the Add New Field column label. A menu appears. Click Rename Column. Type the field name. Press Enter. Access creates the field. Type the next field name. Access creates the field. The Save As dialog box appears. Type the name you want to give your table. Click OK. Access names your table. Tip: You can use the Rename option at any time to rename any column. For example, you can rename the ID column Employee ID. In Access, you use data types to specify the type of data each field can capture. A field with a data type of text can store alphabetic characters and numbers. Generally speaking, you cannot perform mathematical calculations by using a text field. For example, you can use a text field to store a street address. Unless you do some manipulation, you cannot use the numbers in the street address in mathematical calculations. You will not be able to sum or average the numbers in an address field, which is fine, because you probably do not want to. Alternatively, you can assign a Test Score field a data type of Number. You can enter numbers into the field and then average, sum, or perform other calculations with the numbers. However, you cannot enter an alphabetic character in a number field. Data Types. Data Type. Use. Notes. Text. Alphanumeric data. Use for text and for numbers that are not used in mathematical calculations. Use for names, addresses, and other relatively short pieces of text. Can store up to 2. Memo. Long text. Use for long pieces of text, such as notes and long descriptions. Can store up to 6. Use for numbers you want to use in mathematical calculations. If you are working with currency, use the currency type. Date/Time. Use for dates and times. Currency. Use for currency. Prevents rounding during calculation. Auto. Number. Unique sequential numbers or random numbers automatically inserted when you create a record. Use to create a primary key. Use when only one of two values is valid. Yes/No, True/False, etc. Hyperlink. Use to store hyperlinks. Attachment. Use to store attachments. OLE Object. Use to attach an OLE object such as a Word document, Excel spreadsheet, or Power. Point presentation. After you create the fields for a table, you can enter data by typing in each field. As you type, Access assigns a data type to each field based on your entry. You can do so by choosing the Datasheet tab and then selecting the proper option in the Data Type field in the Data Type & Formatting group. Some data types allow you to select the formatting you want. For example, if you choose a data type of number and a format of Euro, any number you enter will appear with a Euro sign in front. Windows regional settings enable you to display information such as dates, times, and currency that match the standards or language used in the country in which you live. For example, if you live in the United States, the currency setting uses a dollar sign. Regional Settings for English (United States) Number. Currency$1. 23,4. Time. 3: 3. 9: 4. PMShort Date. 7/2. Long Date. Monday, July 2. Use the Windows Control panel’s Regional and Language options to view or change regional settings. Data Types. Data Type. Format. How Numbers Display. Number. General Number. As typed. Currency. Uses thousands separator. Follows regional settings. Euro. Uses currency format with Euro symbol. Fixed. Displays at least one digit. Follows regional settings. Standard. Uses thousands separator. Follows regional setting. Percent. Converts entry to percent. Scientific. Uses scientific notation. Currency. General Number. As typed. Currency. Uses thousands separator. Follows regional settings. Euro. Uses currency format with Euro symbol. Fixed. Displays at least one digit. Follows regional settings. Standard. Uses thousands separator. Follows regional setting. Percent. Converts entry to percent. Scientific. Uses scientific notation. Date/Time. General Date. Date values display as numbers and time values as hours, minutes, and seconds followed by AM or PM. Follows regional settings. Long Date. Uses the Long Date format specified in your Windows regional settings. Medium Date. Uses dd/mmm/yy, using the date separator specified in your Windows regional settings. Long Time. Uses hours, minutes, and seconds followed by AM or PM. Uses the separator specified in the Time setting in your Windows regional settings. Uses the separator specified in the Time setting in your Windows regional settings. Uses the separator specified in the Time setting in your Windows regional settings. Yes/No Yes/No. True/False. On/Off. Click the field label for the field to which you want to assign a data type. Activate the Datasheet tab. Click the down- arrow next to the Data Type field and then choose a data type. Click the down- arrow next to the Format field and then choose a format. Access assigns a data type and format to the field you selected. If you do not want the user to leave a field blank, check the Is Required box. Tip: In the Data Type & Formatting group, there are several formatting options you can apply to numbers. If you want to use the Currency format, click the Currency button ; if you want to use the Percent format, click the Percent button ; if you want to use a Comma number format, click the Comma button ; or if you want to increase or decrease the number of decimal place, click the Increase Decimal or Decrease Decimal button . You can use Design view to create or modify an Access table. You can use the View button on the Home tab or the Table Design button on the Create tab to change to Design view. Using Design view is the preferred method for creating a table because it provides you with the most options and enables you to precisely define your table. In addition to selecting a data type, you can set all of the following options in Design view. Design View Options. Field Property. Data Type. Comments. Field Size. Text. Enables you to restrict the number of characters stored in a text field to 0 to 2. The default is 2. Number Enables you to select the type of number stored in a field. Number Types. Values Stored. Byte. 0 to 2. 55. Up to seven significant digits. Double–1. 7. 97 x 1. Up to fifteen significant digits. Replication IDGlobally Unique Identifier (GUID). Used by Access to establish a unique identifier for replication. Format. Number. Determines how numbers display. When you use the currency, fixed, standard, and percent formats. Access follows the settings specified in Regional Settings in the Windows Control Panel for negative amounts, decimal and currency symbols, and decimal places. Currency Number. General Number. Displays as typed. Currency. Uses thousands separator. Follows regional setting. Euro. Uses currency format with Euro symbol. Fixed. Displays one digit. Follows regional settings. Standard. Uses thousands separator. Follows regional settings. Percent. Converts entry to percent. Scientific. Uses scientific notation. Date/Time. General Date. Displays date and time. Example: 0. 1/0. 2/9. PM Long Date. Displays Day of Week and Date: Example: Saturday, January 0.
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