Understanding Table Design

MICROSOFT ACCESS 2007

INTRODUCTION

Tables are the foundation of an

Access database.
 All of an application’s data is stored
in tables within the database
 Table design:
 create a table
 add fields to a table
 assign data types to fields
 set field properties
TABLE DESIGN CONCEPTS
 A table is a set of columns and rows
There are two ways to view a
table in Access 2007 in order to
add data to the table:  Design
View and Datasheet View. 
In Design View you can view all the fields with the data types and descriptions. 
The particular records of information that have been added to the database are
not viewable. 
In Datasheet View you can display the records in a table, where one row is one
record.  The column headers are the fields you have defined for the database. 
DATA TYPES

There are many types a data that a field can be

predefined to hold.

Attachment
Text $
Currency
Number

Date/Time Yes/No
Data Types should be specified
in a way to most closely match
the type of data that will be
entered in the field.
To edit the Data Type in Datasheet View:
• Click the field you wish to define
• Click the Datasheet tab on the Ribbon
• Click the down arrow next to Data Type
• Choose the type of data that will be entered into the
field
To edit the Format of the data:

• Click the field you wish to define

• Click the Datasheet tab on the Ribbon
• Click the down arrow next to Format
 Rename a Table

• Open the desired

database by clicking the
Micosoft Office Button
and clicking Open.
•Right-click on a table and
choose Rename.
•Type the new name.
 Add a Description to a Table

• Open the desired

database by clicking the
Micosoft Office Button
and clicking Open.
•Right-click on a table and
choose Table Properties.
•Type in the description.
Add a Description to a Table
Delete a Table

Right click on a table and choose Delete

Primary Key

• A unique identifier for a record.

• Cannot be replicated in another record
• Cannot be blank.
Relationships
Associations of data between tables.

By defining table relationships, you can pull records

from related tables based on matching fields. 
One-to-One Relationship

For each record in the first table, there is a single

matching record in the second table. 
One-to-Many Relationship

For each record in the first table, there could be one or

many matching record in the second table. 
To create a relationship:

Click the Database Tools tab on the Ribbon

Click the Relationships command

To create a relationship:

Click the Show Table command.

- Select a table to add and click the Add button.
- Repeat as necessary.
- Click Close when finished.
Click the field from
which you wish to
create the
relationship.

Drag to the field to

relate in the 2nd table.

Click Create.
 Once your tables are
designed, you are ready to
create queries, forms, and
reports.