Professional Documents
Culture Documents
Chapter: 7.5 Operation Topic: 7.5.1 Creation of Database and Table
Chapter: 7.5 Operation Topic: 7.5.1 Creation of Database and Table
Chapter: 7.5 Operation Topic: 7.5.1 Creation of Database and Table
Creation
Creation of Database
A blank database is a database nothing in it. User must create all the tables,
forms, reports, queries and so on.
If user cannot find a template that suits their needs, they can create a blank
database.
Creating tables is the first step in building a database. Follow these steps to
create a blank database
Start MS-Access, click Blank Database.
Type the database name in the File Name field. MS-Access will automatically
append .accdb to the name.
Page | 13
E-Content of
IT TOOLS AND BUSINESS SYSTEM
MS-Access creates the database and opens a datasheet with the Table Tools
available is shown in the FIG 7.12
Page | 14
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Type the nextfield name, MS-Access creates the field. User can continue this
process until fields in the table is to be created.
Press Enter without entering a field name to end their entries.
Page | 15
E-Content of
IT TOOLS AND BUSINESS SYSTEM
FIG 7.12: Saving a table
Follow the steps to use Design view to create a new table
Activate the Create tab.
Click Table Design in the Tables group. MS-Access changes to Design view
and the Table Tools become available.
Page | 16
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Page | 17
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Page | 18
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Page | 19
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Modify a Table
To insert column
The insert option inserts a column before the selected column.
Page | 20
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Press left mouse button.
Click and drag the field to the new location. A dark line appears at the new
location.
Release left mouse button. MS-Access moves the column.
To delete columns
The Delete option permanently deletes columns and all the data contained in
them. User cannot undo a column after deleting.
Page | 21
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Select Columns and Rows
To perform any operation on a column or row user must select it.
To select a column, click the column head.
To select several columns, click a column head and then drag.
To select a row, click the blank area to the left of the row.
To select several rows, click the blank area to the left of a row and then drag.
To select the entire table, click the Select All button in the upper-left corner of the
table.
Delete a Record
To delete a record
Select the record that user wants to delete.
Activate the Home tab.
Click Delete in the Records group. Or
Click Delete option from right-click. A prompt appears.
Click the Yes button.
Resize a column or row
User can make the column or row as larger or smaller, if the information in a
column or row does not display or want to fit more information on the screen.
User can click and drag to increase or decrease column width or row height.
To resize a column or row
Place the cursor over the line that separates two columns or two rows.
The cursor turns into a double-sided arrow.
Hold down the left mouse button and drag to increase or decrease width of a
column or the height of all of the rows.
Import a table into MS-Access from MS-Excel
User can import data from Excel into MS-Access by using the Excel Spreadsheet
Wizard.
To import data from Excel
Open the Excel Spreadsheet Wizard
Page | 22
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Page | 23
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Page | 24
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Select First Row Contains Column Headings if the first row of user's Excel
spreadsheet contains column headings.
Click Next. MS-Access moves to the next page.
Page | 25
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Page | 26
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Click Next. MS-Access moves to the next page.
Page | 27
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Page | 28
E-Content of
IT TOOLS AND BUSINESS SYSTEM
Dropping
Delete a field in Datasheet view
In the Navigation Pane, double-click the table from which you want to delete
the field. The table is opened in Datasheet view.
Select the field (the column) that user want to delete.
Press Delete Field option from right click. Or
Or on the Fields tab, in the Add & Delete group, click Delete button. Then
click yes to delete the column permanently.
Delete a record in Datasheet view
Same method need to be followed to delete a record in datasheet view.
Select the record (the row) that user want to delete.
Press Delete Record option from right click.
Or Press DELETE key. Then click yes to delete the record permanently.
Delete a table relationship
If the tables that participate in the table relationship are open, close them.
User cannot delete a table relationship between open tables.
Then right click over the table name in the navigation pane and click delete
option.
Click yes in the warning dialog box to delete a table.
Thus MS-Access deletes that table permanently.
Page | 29