Microsoft Access 2013
Design and Create Tables to
Store Data
Chapter 2
Chapter Overview

Databases and Decision Making

Designing Database Tables

Creating Tables in Access

Primary Keys

Field Data Types and Properties
Databases and Decision
Making
Input
(Data)
Input using Forms
Stored in Tables
Process
Output
(Information)
Handled by Queries
Output to Reports
Supports Decision
Making
GIGO – Garbage In, Garbage Out
Designing Database Tables
Database design is critically
important to the success of an
information system.
Your tables are the foundation
of the entire database.
Designing Database Tables

Include the necessary data
–

Store data in its smallest parts
–

Split last and first names
Avoid storing calculated data (GPA)
–

Determined by reporting needs
What about age versus birthdate?
Avoid data redundancy
Creating Tables in Access

Table Wizard (don’t use)

Datasheet and Design Views
Primary Keys

A field or combination of fields that
uniquely identifies records in a table.
–
Use an existing field
–
Use a combination of fields
(concatenated key)
–
Create a new field using the
Autonumber data type
Field Data Types
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AutoNumber
Short Text
Hyperlink
Number
Long Text
Date / Time
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Currency
Yes / No
OLE Object
Attachment
Calculated
Lookup Wizard
Field Properties

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Field Size
Format
Input Mask
Caption
Default Value
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Validation Rule
Validation Text
Required
Allow 0 Length
Indexed
These help to prevent GIGO
Questions & Requested
Updates from HR Users

Bad data appears in AssessmentScore

Need email address of every applicant

Want option to store 9 digit zip code

CID value occasionally skips numbers

Need to track the HR employee assigned
to each candidate

Data entry and editing is not user-friendly
Quick Review
What does GIGO stand for?
a. Gee, I Goofed, OK
b. Grand Illusions, Go On
c. Global Indexing, Global Order
d. Garbage In, Garbage Out
Quick Review
Which of the following is true of
the primary key?
a. Its values must be unique
b. It must be defined as a text field
c. It must be first in a table
d. It can never be changed
Quick Review
Which fields are commonly defined
with an input mask?
a. Social Security number
b. First, middle and last name
c. City, state and zip code
d. All of the above
Quick Review
Which field data type appears as
a check box in a table?
a. Text field
b. Number field
c. Yes/No field
d. All of the above
Quick Review
The_______ is a field (or
combination of fields) that
uniquely identifies a record.