ACCESS

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ACCESS
HOW TO
CREATE A TABLE
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CREATING A TABLE
To create a table, you have to describe the
structure of the table to Access by describing
the fields within the table such as Marina
Number, Name, Addressetc.
What that means is that each field has to be
defined as to what kind of data (text,
numberetc) will be entered in that field, how
large or size (the number of spaces that data
will hold 3, 50etc) the field will be,
designation of the primary key and even give a
description of what each field represents (this
is a simple notation that would help others who
would use your data in the future).
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Example of a table
The rows (the horizontal lines) in the tables are
called records. A record contains information
about a given person, product or event.
The columns (the vertical lines) in the tables
are called fields. A field contains specific
pieces of information within a record.
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Look at the first field of the Example table the
Marina Number, is a code assigned to each
individual marina. Even though it contains
letters, its still called a number.
These numbers are unique in that no two marinas
have the same numbersort of like your social
security number.
A field like this can be used as a unique
identifier meaning that a given number will
appear only in a single record in the table and
that only one record exists in which the specific
number will appear.
An unique identifier is also called a primary
key so the Marina Number field in the Example is
the primary key in that table.
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Once youve created the database, its time to
fill-in-the-blanks with information.
To do this, you decide what way you want to enter
the information.
Youll have 3 choices 1. Create table in Design
View 2. Create table using
Wizard 3. Create table by entering data.
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Double click on Create table using Wizard
This will open a new window labeled Table Wizard.
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• The Table Wizard opens up and allows you to
• Select whether your table is for business or
  personal use,
• Choose from sample tables and sample fields as
  subtitles in your table
• Enter these fields into your new table

FYI The field names and subtitles you will use
will be provided in each of your assignments.
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If the label you want to use in your table is not
shown, you can select an arbitrary field name
(any field name) and then, by using the Rename
Field button, you can type in the field name you
want to appear in your table. When youre done,
Click Next.
The new window allows you to let the program
assign the field to be the primary key OR allows
you to set the primary key. Make sure that the
primary key is the name of the field identified
in your assignment. (Primary Key can be changed
later if needed) Click Next.
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In this next window, you decide what you want to
do with this table In this case, make sure that
Enter data directly into the table is
selected. Click Finish
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When you click Finish, this is the window that
opens. Notice that it has your field names and
is ready for you to start entering the
information across the row.
The table you are looking at on the screen is in
the Datasheet View
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So to set the structure of your table fields
Click on the change view icon button and select
the design view
If you click on the icon button it will change to
the design view
This is the page that opens all of the fields
listed in your table are shown
Information that sets the parameters of the data
to be entered is shown.
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When finished entering the parameters designated
in your assignment, Click Save on the toolbar,
then CLICK on change View icon button and your
table will return to the Datasheet View. This is
where you will enter the data into your table.
Now, just like in Excel, you can enter the data
like that shown below from the example Data into
your table.
Your finished data entry will look like this.
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You cant just finish the table, you have to
save it first. Click File Save as and then this
window will open up for you to label it as
whatever you want.
Now, your new table will show in the listing
under Tables
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Now youve made a table.
FYI Information in each assignment will provide
field names, parameters and tell you what tables
need to be made, as well as reports or forms
needed. Read the assigned pages in the text and
practice with the classwork assignment listed on
your class outline.
Any questions, comments or queries will be
addressed in class or you can email me anytime.