How To Create Table for Beginner: MS Access

Overview:

Table in MS Access database is a collection of data stored as a group. You can use to store a group of employee information in the employee table or customer information in the customer table. A table consists of records and fields similar to Rows and Columns in MS Excel.

AccessTable Excel-Table

datatype Field Data Types:

Every table is made up of fields. A field’s data type determines what kind of data the field can store. There are 12 types of data type for each field as listed on the picture. You can choose the data type for the field corresponding to your field name. For example, you can use Text data type for your CustomerName field or Date data type for OrderDate field.

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property Field Properties:

The properties of a field describe the characteristics and behavior of data that added to each field. Under the General tap on the table design view, you will see the list of a Customer_Phone field’s properties starting with Field Size, Format, Input Mask, Caption, etc. You can choose a telephone format of (206) 555-1212 from the Input Mask Wizard (…) for the Customer_Phone field which is shows as !\(999”) “000\-0000;; or use the greater operator sign (>) on format property to convert a text to a Capital letter in a text field.

Create New Table:

For MS Access 2007+, you can create a new table by clicking on the Table or Table Design under the Create Menu.

By using the Table, you will see the datasheet table generates naming Table1. The blank table will start with the ID field and Blank field (Click on Add).

Right hand click on ID field then select Rename Field
Right hand click on a blank field (Click to Add)
Select a type of field such as a text for CustomerName or Currency for a Price field
Add more field as you want

By using the Table Design, you will design your own table from the blank table. You will need to enter a field name and data type for that field.

Click on the Table Design under the Create Menu
Enter a field and a data type for that field
Repeat step 2 for all fields you want
Save and name your table

Set Primary Key: Primary key is set to the field that uniquely identify each record stored in the table. For a primary key to work well, the field must uniquely identify each row, never contain an empty or null value. To set the primary key:

Select the field or fields that you want to use as the primary key.
To select one field, click the row selector for the field you want.
On the Design tab, in the Tools group, click Primary Key.
A key indicator is added to the left of the field that you specify as the primary key.

Create a table field links to another table

In the tbl_Customer table, we have a Customer_Type_ID field that is a link field to the CustomerType table called a lookup table. The CustomerType table has a Customer_type_id and Customer_Type field. The customer type information can be used many times in the Customer table or many customers may have the same customer type. To eliminate the duplicated typing and be consistent for the input of customer type, we need to use a lookup or link field for the customer_type on the customer table. We just want to select the customer type from the drop-down list on the Customer table.