Access Data Types

Specifying field data type

• Text : A text field can stores any alphanumeric characters up to 255 characters (texts, numbers, punctuations, and symbols). Ex. Names, address, phone numbers, product descriptions, and etc.

• Memo : A memo field can stores large amounts of text up to 65,535 characters. Ex. Memos, articles, letters, short documents, and etc.

•  Number : A number field can store different kinds of numbers, including negative and decimal numbers.

• Date/Time : A date/time field can stores date, time and both (date and time).

How to create new table

Create New Table

When new database created, Access automatically creates a new table in datasheet view. Tables are used to manage & store all raw data. You can create multiple tables in database as you need to store different types of information.

• To create a new table click on the Create tab, there are two buttons to create new tables (Table & Table Design). We are using Table Design option for creating new table.

• Table button: Create a new table in datasheet view mode.

• Table Design button: Create a new table in design view mode.

We are using design method to create new table. To create new table click on Table Design in the Tables group. Access will create new table in design view mode.

Steps to create new fields:

• Type the name of new field in Field Name column.

• Select the appropriate data type to include in the new field from Data Type column drop down list.

• Type detail description of the field in Description column.

Note: Repeat all above steps to add additional fields in table.

Information about toolbar & ribbons

• The standard ribbon appears in the Access window when open a database.

Ribbon

• Quick Access toolbar: The Quick Access toolbar contains the three command buttons (Save, Undo, and Redo). People use these commands more frequently.

• Navigation Pane: This navigation pane shows the objects that part of your database and it lets you manipulate them. Access database have primary components, called objects, each of which has a different purpose. All of the components can be accessed and managed from the Navigation Pane.

 The list of objects as follows:

1. Tables: Tables are use for to store raw data.
2. Queries:  Queries extract information from tables.
3. Forms: Form is user friendly layout can use to enter, edit, or display data from a table or query.
4. Reports: Reports are used in Access to display the results of a table or query in a professional manner.
5. Pages: Publishes data to a intranet for creating/editing WWW pages.
6. Macros: Macros is list of commands to perform particular functions or task automatically.
7. Modules: Modules are contains programs written in Visual Basic code.

• Ribbons Bar: In the database window, the Ribbon includes four tabs (although other tabs appear when you perform specific tasks).

 

• Home: This tab shows seven groups (Views, Clipboard, Font, Rich Text, Records, Sort & Filter, and Find). It allows change the current view, adjust the font or paragraph styles, manage records, and sort or filter data.

• Create: Create tab shows four groups (Tables, Forms, Reports, and Other). It allows add new tables, forms, queries, and reports to your database.

• External Data: External Data tab shows four groups (Import, Export, Collect Data, and SharePoint Lists). It allows import, export and collect data to/from other sources. Also allows integrating with Microsoft Share-Point Server.

• Database Tools: Database Tools tab shows five groups (Macro, Show/Hide, Analyze, Move Data, and Database Tools. It allows create macros, manage relationships between tables, and create security permissions.

Create a new database in MS Access 2007

• To start access click on the Start button, then click on All Programs, and then click on Microsoft Office Access 2007.

• To create a new database click on the Blank Database option.

• To save your database in local drive, click on the small folder image of the File Name: for browsing the location.

• Choose your destination folder location & enter the name of the new database file in the File name: box and then click OK button or press the Enter key of keyboard.

• After clicking on the Create button, new database will be created on local disk and opens automatically.

• Access displays a Security Warning dialog box asking you to decide how you want to view the database data on the screen, indicating that "Certain content in the database has been disabled."
• It is a standard security warning from Microsoft to alert you to the fact that the database does not contain a digital signature validating its authenticity.
• Click on the Options... button, then click in the radio button next to Enable this content and click on OK.