C REATING & D ESIGNING A D ATABASE 1 C REATING A D ATABASE 2 There are two different ways to create a new Access database: 1. Start from scratch with a Blank Database 2. Use a ready made Template. C REATING A D ATABASE 3 Advantages of using a template are that they are fast and easy. Disadvantage of using a template is that they are not a custom fit for you or your company. C REATING A D ATABASE FROM SCRATCH U SING A B LANK D ATABASE 4 Advantages: Create only the objects you need Based on the data you want to store Requires less memory because you set field sizes (default text field 255 bytes) C REATING A D ATABASE FROM SCRATCH U SING A B LANK D ATABASE 5 Disadvantages: Not as fast and easy to create as a template Need to know more about relationship structure if you are building your own May miss out on some very useful features if you do not know what you are doing V IEWS IN A CCESS - T ABLES 6 Datasheet View Displays records in a row-and-column format similar to a spreadsheet. Design View Allows you to design and change the table. Allows you to view the structure and properties of the table. T ABLE D ESIGN V IEW C OMPONENTS Field names : The name by which Access recognizes a data field. No spaces! Examples: FirstName Location T ABLE D ESIGN V IEW C OMPONENTS Data Types : A field property that determines what type of data the field can contain (e.g. text, number, yes/no) You must assign a data type to each field Field Properties : A specific attribute of a field (e.g. format, caption, or input mask. D ATA T YPES Field PropertyType of Data Short Text Default text or combinations of text and numbers Long Text Lengthy text or combinations of text and numbers Number Numeric data used in mathematical calculations Date/Time Data and time values for the years 100 through 9999 D ATA T YPES Field PropertyType of Data Currency Currency values and numeric data used in mathematical calculations involving data with one to four decimals. AutoNumber Use for unique sequential or random numbers that are automatically inserted when a record is added. Yes/No Use for data that can be only one of two possible values, such as Yes/No, True/False, On/Off OLE Object An object (such as a Microsoft Excel spreadsheet, a Microsoft Word document, graphics, sounds, or other binary data) linked to or embedded in a Microsoft Access table D ATA T YPES Field PropertyType of Data Hyperlink Use for hyperlinks. A hyperlink can be a UNC path or a URL. Attachment Similar to OLE Object. Attach any supported file; provide greater flexibility than OLE Object fields, and they use storage space more efficiently. Lookup Wizard Use to create a field that allows you to choose a value from another table or from a list of values using a combo box Calculated Stores a formula or expression and updates automatically. Ex: Concatenate first & last name fields Lookup Fields are used to create a field that displays a list of values from another table or from a list. C REATING L OOKUP F IELDS B Y T YPING I N THE V ALUES 1. Select Data Type: Look Up Wizard 2. Check the box for I will type in the values that I want. Click Next. 3. Leave the selection for Number of Columns to Underneath where is says Col1, type each value that you want to use. Press the tab key (not Enter) to add additional values. Click Next. 5. Keep all default values and click Finish. NOTE: The data type will default back to short text. You can click on the tab Look Up in the field properties and you will see the value you typed. 13 C REATING L OOKUP F IELDS V ALUES FROM ANOTHER O BJECT C REATING L OOKUP F IELDS BY G ETTING V ALUES F ROM A NOTHER O BJECT 1. Select Data Type: Look Up Wizard 2. I want to select data from a Table or Query 3. Next 4. Select the Table or Query 5. Next 6. Select the field or fields you want 7. Next 8. Sort if you want 9. Next 10. Adjust the column width if needed 11. Next 12. Finish NOTE: The data type will default back to short text. You can click on the tab Look Up in the field properties and you will see the value you selected from the tables/queries. 15 C REATING A TTACHMENT F IELDS An attachment field allows you to attach an external file to a record You can attach a Word document, PowerPoint Presentation, Excel workbook, or image file The attachment data type stores data efficiently stores many file formats, including JPEG images requires no additional software to view the files from within Access. 16 F IELD P ROPERTIES 17 Field properties are the characteristics that apply to each field in a table. These properties help ensure database accuracy and clarity because they restrict the way data is entered, stored, and displayed. M ODIFYING F IELD P ROPERTIES 18 Field Size Default Value Required M ODIFYING F IELD P ROPERTIES 19 Input Mask Build Button M ODIFYING N UMBER AND C URRENCY F IELDS 20 M ODIFYING D ATE /T IME F IELDS 21 Can also type in a custom format such as mm/dd/yyyy M ODIFYING V ALIDATION P ROPERTIES The Validation Rule property determines what entries a field can accept. For example, a Validation Rule for a Date/Time field might require date entries on or after 1/1/2010 Access automatically adds # signs (syntax) before and after the date to identify it as a date. The Rule will be displayed as >=#1/1/2010# 22 M ODIFYING V ALIDATION P ROPERTIES The Validation Text property is used to display an explanatory message when a user tries to enter data that doesnt meet the criteria for a valid field entry established by the Validation Rule. Date must be on or after 1/1/ C ALCULATED D ATA T YPE Concatenate joining two values to display them as a single value. Ex. First and Last Name fields Calculated Data Performs calculations using data in one record. 24