Microsoft Office Tutorials and References
In Depth Information
Designing a Database
To design your database, you can create a database from scratch or use an
existing template, which you can modify. Designing a database means
defining both the number of fields to use for storing information and the maximum
amount of data each field can hold.
If you have a field that stores numbers, what are the maximum and minimum
limits on the numbers you want to save in that field? If you’re storing
someone’s age, you probably don’t want the field to contain negative numbers or
numbers beyond 200. If your field needs to hold salaries, the field may need
to hold large numbers but no negative numbers.
In general, store information in separate fields. So rather than create a single
field to hold someone’s full name, create two separate fields: One field holds
a first name and the second field holds the last name. By storing last names in
a separate field, you can easily yank last names out of your database to create
form letters that state, “The Smith family has just won $200,000 dollars in the
Publisher’s Sales Pitch Sweepstakes!”
Access can create a blank database or a special database by using one of
many templates available from the Microsoft Web site. No matter how you
create a database, you will likely need to modify it to customize it for the type
of data you want to store.
To create a database, follow these steps:
1. Click the File tab.
The Backstage View appears.
2. Choose New.
Access displays a variety of options, as shown in Figure 16-2.
3. Click on an icon such as Blank Database or a database template.
If you click on a template, the right pane shows a preview of your
4. Click in the File Name text box and type a descriptive name for your
If you click on the folder icon that appears to the right of the File Name
text box, you can open a dialog box that will let you define a specific
drive and folder to store your database file.
5. Click the Create button to create your database file.
Access displays your database.