While Access provides a large number of pre-designed database templates for a wide range of tasks, experts often prefer to start from scratch and build their own databases from the ground up. This allows them to customize every aspect of the database so that it exactly fits their needs.
The basic structure of an Access database consists of tables, queries, forms and reports. Tables organize data into rows and columns for easy viewing and sorting. They also allow users to store information in a variety of ways, including setting the maximum and minimum values that can be saved in a field. For example, a user may want to only allow numbers greater than 200 or less than 100 in a field that stores salary amounts.
Tables are the basic building blocks of a database, and they’re easy to create. The first step is to decide what type of information you want to store in the table. Then, the next step is to set up the fields that will be stored in the table. For instance, you might want to include a column for a date, and another for a text field to record names. You can also set up a primary key for each table that will automatically update when new records are added.
Once you’ve created a table, you can start adding records. To do so, click on the Create tab of the ribbon. Then, in the six sections labeled Application, Table, Query, Form, Report and Macro, click on Table to create Table2. In the right pane, you’ll see six fields to choose from: Field Name, Data Type and Record. The Field Name is the unique identifier for each field, and the Data Type indicates what kind of data the field will store. The most common types of data are short text, numeric and dates.
When you’re ready to add the first record, simply move down the list until you find a row that has an asterisk (*) in the left margin and then type in some information. Each time you move down the list, Access creates a new row for you. You can keep adding rows until you’re satisfied that the table has enough records.
Once you’ve added records to a table, you can easily view or edit the information by clicking on the Tables tab in the ribbon. You can even create a form that will show the contents of the table in a window onscreen. When you’re done, you can save the form and close it by clicking the X in the document window’s top-right corner, or you can close the database by choosing File-Close from the backstage menu.