Microsoft Office Tutorials and References
In Depth Information
Designing a Database
Each record will consist of multiple fields, such as Last Name, Company
Name, Phone Number, and E-mail Address.
To help you edit and view your database table information, you might
eventually want to create a form that displays your fields on the screen mimicking
a paper form that’s easy to read.
If you find yourself searching for the same type of information on a regular
basis, such as looking for the names of your best customers (say, those who
order more than $1,000 worth of products from you a week), you can store
this search criteria as a query. Then you can just click on the query name
and make Access show you exactly what you want to find.
Finally, you may want to print your data in a way that makes sense to you,
such as printing a quarterly sales report. By saving your printing criteria in a
report, you can make Access print selected data on a page that’s easy for you
to read and understand.
Features like forms, queries, and reports are optional but handy. Features like
tables, records, and fields are necessary to store your information in your
database.
Designing a Database
To design a database, you need to first create a database table and then
define the names of all the fields you want to store in that particular table.
Database tables let you divide a file into separate parts. For example, one
database table may hold the names and addresses of all your customers, a
second database table may hold the names and addresses of all your
employees, and a third database table may hold the names and addresses of your
suppliers. Access stores all this related information in a single Access file
that’s saved on your hard drive, as illustrated in Figure 16-1.
Access database file
Figure 16-1:
You can
divide an
Access file
into
separate tables
that contain
different
fields.
Customer table
Employee table
Supplier table
Name field
Name field
Name field
Address field
Employee ID field
Invoice Number field
Phone Number field
Salary field
Amount Due field
 
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