C r e a t i n g a n d M o d i f y i n g Ta b l e s in Microsoft Office

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C r e a t i n g a n d M o d i f y i n g Ta b l e s
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Save the New Table
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When you are satisfied with the new table structure, you can name it and save it in the database The table name can contain up to 64 characters, including spaces You have three ways of saving the table: Click the Microsoft Office button and click Save Right-click the table document tab and choose Save from the shortcut menu Click Save on the Quick Access toolbar If you have not already assigned a name to the table, enter the name in the Save As dialog box and click OK
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PART I PART I PART I
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TIP It is a good idea to save a new object several times during development, especially if the process
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Creating a New Table in Design View
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The easiest way to start a new table is to click the Table Design command in the Tables group on the Create tab An empty table appears in the Design window, ready to add fields, as shown in Figure 4-3 The Design tab in the Table Tools ribbon appears
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Touring the Table Design View
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The table Design view window is divided horizontally into two panes The upper pane is the field entry area where you enter the field name, data type, and an optional description You also specify the field to serve as the primary key for the table in the upper pane The lower pane is devoted to specifying the individual field properties that correspond to the field selected in the upper pane, such as size, display appearance, validity rules, and so on The list of properties depends on the type of field you re entering To the right of the Field Properties pane is a description of the currently active area of the screen Once you start adding fields to the design, you can jump from one pane to the other by clicking where you want to be or by pressing f6 with the cursor in an active row Some new commands on the Design tab of the Table Tools ribbon relate to the task of creating and modifying a table definition:
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Part I:
Getting Started
FIGURE 4-3 Starting a new table in Design view
Adding Fields
To begin adding fields to the table structure, do the following: 1 Click the first row of the field entry area and type the first field name 2 Because the most commonly used field type is Text, Access automatically specifies a new field as a Text data type by default To change it to another type, select the type from the Data Type drop-down list
4:
C r e a t i n g a n d M o d i f y i n g Ta b l e s
PART I PART I PART I
3 Enter an optional description that can provide additional information about the field The description appears in the status bar when the field is selected in a datasheet or form 4 Move to the Field Properties pane and set any desired properties for each new field, such as a Default Value, a custom Format, or a Validation Rule
C AUTION Although including spaces in field names makes them easier to read, if there s a
possibility that you might want to export the table or the complete database to another database program, use a mixture of uppercase and lowercase characters instead Access accepts spaces in field names, but other applications may not
TIP Once you get used to the names of the available data types, you can simply type the first letter
of the data type name and Access fills in the rest
Specifying Field Data Types
Several factors come into play as you decide what data types to use: The kind of values you plan to allow in the field and how you plan to use them The availability of storage space With some data types, the field size can be reduced for efficiency The types of operations you can execute with the data You can count the number of records containing a specific value of most data types in a field, but you can perform mathematical operations on values only in the Number and Currency fields The way you want to sort or index records You can sort or index any field data type except OLE Object and Attachment The way you want to group records for a report or query You can group on any field data type except Memo, Hyperlink, OLE Object and Attachment
Part I:
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