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UNDERSTANDING THE PRIMARY KEY
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It is important to assign at least one field in each table as a primary key Primary keys are fields that identify records as unique They ensure that duplicate records
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are not entered and expedite locating records in the database It is also through primary keys that databases are connected, or related Once a primary key is established in a table, you can use it to connect tables For example, in a Vendors table, the primary key might be a vendor identification number This number might also appear in a Products table so that you can establish a relationship between products that you sell and the vendors that supply the products In the Products table, the vendor key would be known as a foreign key, or simply another table s primary key There are several attributes for a primary key:
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A primary key is unique and is never repeated in
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the table
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A primary key is never empty A primary key never changes
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Access 2007 automatically assigns a primary key for you Figure 2-10: A small key indicates which field is the primary key in your table
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when you create a new table in Datasheet View, with ID as its field name and the data type of AutoNumber (tables created in Design View are not automatically provided a primary key) AutoNumber is the best choice for a primary key, since using an automatic number will ensure that no two IDs are the same, no matter how many records are entered into the table
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Set a new primary key by creating a field and assigning it the AutoNumber data type, and then assigning it as a primary key Or Assign an existing field to be the primary key See the two previous sections for procedures on how to assign a primary key
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Add Identifying Information to Your Database
You can add identifying information to an Access database to make it easier to find when using search tools
Open your database using one of the methods discussed in 1
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Microsoft Of ce PC QuickSteps Access 2007 QuickSteps PC Getting to Know Your Creating Databases and Tables
The Properties dialog box stores useful information about your database
Click the Office Button, and click Manage
You can use any Properties field information when searching for your database
Using keywords can expedite a search for your database
Figure 2-11: The search for a particular database can be eased by entering identifying information
In the Manage This Database menu, click Database Properties to open the Properties dialog box In the Properties dialog box, enter any identifying information, as shown in Figure 2-11 Good descriptors can include a title, subject, and keywords (words or phrases that are associated with the database)
Identify Relationships
Access is a relational database: it uses relationships to establish connections between tables Each table, or group of data, should have a primary key, and that primary key can also be part of another table but viewed as a foreign key Because this same primary key is in both tables, the two tables can relate and mix in multiple settings such as queries, forms, reports, and data access pages
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Microsoft Of ce Access 2007 PC QuickStepsCreating Databases and Tables QuickSteps Getting to Know Your PC
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Define Relationships
There are three types of table relationships: one-to-many; many-to-many; and, in some cases, one-to-one This is because some tables hold a single record that relates to multiple records in another database:
For example, a small manufacturer has a database with three tables The tables are as shown in Figure 2-12 As an example of a one-to-many relationship, the Orders table can hold many orders from the same customer Each order can have multiple products on it and, reversing the thought, each product can be on multiple orders This would be a many-to-many relationship The ideal way to relate the latter relationship is to create a third junction, or linking table (shown as Order Details in Figure 2-13) A one-to-one relationship exists when each record in the first table can have only one matching record in the second table and each record in the second table can have only one matching record on the first table Usually, this type of information can be stored in only one table; however, you could establish a one-to-one relationship to isolate part of a table for security reasons, for instance, or to archive part of a large table For example, if a few of your 705 employees are subject to a miscellaneous deduction every third year, you might store that information in a separate table, because storing the information in the Employee table would result in empty spaces for every employee to whom the deduction does not apply
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