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some people entering California, others entering CA, and yet others entering Calif You want everyone to enter it the same way Why Because it s easier to ask for all records containing CA than to ask for assorted variations of the spelling So, properties help streamline the type of data that is entered in a field The secret to good database design is to categorize data properly into tables and fields That s why it s so important to spend time thinking this through before you begin the actual design If you don t do the thinking up-front, you will find yourself redesigning tables later on Because tables are used as the basis for queries, forms, and reports, you will not only end up changing your table design but also the forms, queries, and reports that are based on the tables That s like trying to change the foundation after the house has been built It can be done, but it s not easy!
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Viewing a Table and Its Data
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All Access objects, whether they are tables, forms, queries, or reports, can be viewed in several ways Every object has a Design view Design view allows you to create and modify the object components that make up the object Figure 18-2 shows a table in Design view Notice that not
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FIGURE 18-2
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The Food table in Design view
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CHAPTER 18: Getting Started with Access Databases
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only can you input the name of each field within your table but also the type of data the field will hold, a description of the data in the field, and some properties about the field, such as its size and format Tables can also be displayed in Datasheet view Datasheet view displays the data contained in the table in a spreadsheet-like format (see Figure 18-3) You can enter data directly into your tables in Datasheet view very much as you would enter data in a spreadsheet To do so, use the mouse or ENTER or TAB to navigate to the record and field where you want to enter data Then, type the data for the field and press ENTER or TAB to move to the next field When you reach the end of a record, press ENTER or TAB to move to the next record Although data entry is sometimes done in Datasheet view, it is most often done in a form Forms provide an easier interface for data entry and are discussed in detail in 19 When working with tables, you will constantly be switching back and forth between Design and Datasheet view Okay Enough discussion Now that you have the proper foundation to begin designing your database tables, let s get to work
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Creating a Table
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You can create a table in Access in several ways The two most common are via the Table Wizard and manually A wizard is a tool that helps you complete a task Each of the four database objects
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FIGURE 18-3
The Food table in Datasheet view
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we discussed earlier in this chapter come with their own creation wizard Some wizards are more useful than others I think you will find the Table Wizard extremely useful in that it handles much of the table design for you It provides a suggested list of fields, chooses the proper data type, and sets some properties for you If you manually create tables, you must enter all this information yourself So, why not use the wizard all the time Because although the wizard contains examples for creating common types of tables, it may not offer examples for the type of table you require, so you ll need to create the table manually
The Table Wizard
The general rule of thumb in creating tables is to use the wizard if possible You can take what the wizard gives you and customize the result when the wizard is finished Let s use the Table Wizard to create the first table Food in our Pantry database Here s how: 1 If Access isn t already running, launch it from the Start | Programs menu 2 Click Blank Database from the New section of the task pane at the right of the screen You will be prompted for a file name for the new database 3 Select a folder to store the database file and type Pantry in the File Name box Click the Create button A new, blank database will open in the Database window The task pane will automatically close 4 From the Database window, choose Tables (if necessary) from the Objects bar 5 Double-click the Create Table by Using a Wizard icon The Table Wizard appears (see Figure 18-4) 6 Select Business from the option group on the left side of the wizard screen A list of business tables appears in the Sample Tables list 7 Choose Products from the Sample Tables list 8 Double-click ProductID, ProductName, ProductDescription, UnitsInStock, and UnitsOnOrder from the Sample Fields list 9 Click the ProductDescription field from the Fields in My New Table list Click the Rename Field button Change the word Description to Type and click OK 10 Click the UnitsOnOrder field from the Fields in My New Table list Click the Rename Field button Change OnOrder to Needed and click OK 11 Click the Next button The second screen of the wizard appears 12 Enter the name Food for your table in the name box at the top of the wizard screen and click Next The last screen of the Table Wizard appears 13 Choose Modify the Table Design from the list in the middle of the dialog box 14 Click the Finish button The new table will appear in Design view
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