Microsoft Office Tutorials and References
In Depth Information
Creating a New Database
Chapter 18
Creating an Access Database
Be descriptive. A field called First Name is
a lot more meaningful than a field called
FN. You might know what FN stands for,
but if someone else were to use your
database, they might not have a clue what it
2. Enter a table name (I’m calling mine
Addresses) and click OK. Access renames the
beginning default table and displays the
table in Design View, as seen in Figure 18-9.
Have plenty of fields. Break up fields such
as address into smaller fields such as
Address, City, State, and Zip. If you want to
sort or extract information from the field,
it’s much easier if the data is in its own
field. Same thing goes for names—break a
name into segments such as First Name,
Middle Initial, and Last Name.
Plan ahead. Try to think of fields you
might use in the future. It’s much easier to
add a field when first creating the database
than it is to add a field later.
Figure 18-9
Table in Design View.
Since Access provides you with the first table for
your database, that’s a good place to begin.
Assigning field names and renaming and deleting
fields are accomplished through Design View.
Follow these steps:
3. By default, Access gives the first field a name
of ID and it’s an auto-numbering field. It’s a
primary key field and this means that each
record you enter will be assigned a unique
number. If you don’t plan on entering your
own unique ID field, I recommend you leave
the default one alone. Click your mouse on
the line below ID.
As an example throughout the next
several chapters, I’m going to create and work
with a small address book database.
Primary Key Field Indicator
Notice the key in the leftmost column of the
ID which indicates this is the primary field
key. If you want a different field as the
primary field key, click in the field you want and
choose Table Tools Design>Tools>Primary Key.
Click Home>Views and click the View arrow.
Then select Design View. A Save As dialog
box prompts you for a table name.
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