Microsoft Office Tutorials and References
In Depth Information
Working with Tables and Fields in Your Database
✦ SharePoint Lists: Creates a list on a SharePoint site and a table in the
database that links to the newly created SharePoint list. A SharePoint
list stored on a SharePoint server allows you to securely share Access
data with others who have access to the SharePoint server. See Book IX,
Chapter 3 for more information on using SharePoint with Access.
Notice that the Tables group gives you two options for creating tables from
scratch: Table and Table Design. If you want help creating your table, Access
provides two additional options:
✦ Table templates: Table templates allow you to choose among available
tables with predefined fields (see the next section).
✦ Field templates: Another way to get help creating a table is to use field
templates — predefined fields that you can put in any table. We talk
about field templates in the upcoming “Quick-starting your table with
field templates” section.
You don’t need to stress about whether you want to create a table by
defining fields in Design view or entering data in Datasheet view. It’s easy to switch
back and forth between Datasheet and Design views to define tables and fields
exactly the way you want them. If your data fits into a table template, use one.
If you have data to enter, and you don’t want to use a table template, start by
entering data in Datasheet view. If you’re defining an entire database and the
data is coming later, define the table by using Design view.
Starting with table templates
(aka Application Parts)
Microsoft provides some shortcuts for creating common databases. Those
tools include database templates, which we cover in Book I, Chapter 2. If
your data fits (or almost fits) into a database template, you should use one.
A second option is to use an Application Part, which is a portion of one of
Microsoft’s database templates. To see the available Application Parts, click
the Application Parts button on the Create tab of the Ribbon. Some of the
Application Parts available are forms, which we cover in Book IV. The Quick
Start options at the bottom of the Application Parts list, however, insert part
of a database into your database so that you can get your database built
faster. These Quick Start Application Parts insert a table into your database,
along with supporting queries, forms, and reports that help you enter and
analyze the data in the table. They may even prompt you to build new
relationships between existing tables and the new table to integrate the new
data into your existing database.
To add a table from the Application Parts menu, click the Application Parts
button on the Create tab of the Ribbon. The drop-down Application Parts
menu lists form templates at the top and then table templates below the
Quick Start heading. Access may ask you to create a simple relationship to