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Creating Tables and Relations in Access: A Step-by-Step Guide

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Presentation Transcript

  1. Access Review

  2. Creating tables • Define the tables before start creating in Access • use the DB design materials • define the type of fields and length • Create each table in Access • select Tables, new, design view • enter definition in design view

  3. Entering and editing data • When you "created" you just created the table structure • How to add data to a table? • After you save the table select datasheet • and enter the data as in the example • save frequently • How to edit? • Select table, go to datasheet view and add, delete, or change. NOTE: select Database Window to navigate between your tables queries, forms, etc.

  4. Creating relations • Close all design window windows before starting • Use Tools, Relationships or the icon • Click on each table in the Show Table Window to place them in the work area • Click on the field of the one table and paste it on top of the same field in the many table • Access will open a relation dialog, be sure to select enforce referencial integrity • repeat this step as necessary • you will see the relations as in this example

  5. Creating forms • There are six types of forms: single column, tabular, datasheet, subforms, pivot tables and graphs. • In the database window, select Forms, New, and select the table you will create the form for. • You can use a series of wizards or the default Design View. In your project you can simplify your work if you use the columnar autoform. • If you use the Design View, place the table fields and toolbox in the work area using their toolbar icons to make your work easier, as show in thisimage. • Save and name it. • Use help for more details.

  6. Creating reports • Simple reports can be created by selecting Reports, New, selecting the table or query to use, and Tabular autoreport. • More complex layouts can be created using Design View. Again fields and toolbox will be available to create the report. • A shortcut to create complex reports is to use Tabular autoreport and open it in Design View, edit to add sub-totals, etc. • Again save it, don’t forget. • Use help for the details.

  7. Creating queries • Start from database window and select queries, new and Design View • you will see a blank query grid and Show Table window • select the table(s) to use in the query (double-click) and close the Show Table • double-click in the fields you want to place in the query (in the order you want to see the results) • You can easily sort the results and create calculated fields. • You can create a new table with the results of a query • In Design View click the arrow next to Query Type button on the toolbar, and then click Make Table. • The Make Table dialog box appears. In the Table Name box, enter the name of the table you want to create and select current database and save it.

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