WORKING

WITH
TABLES
REPORTED BY :
CHRISTIAN CAO , MARICAR BADUA ,
JOSE MARCELO, & DAVE LORENZANA
• With other Office applications such as Word, Excel, and
PowerPoint, you can often start working with a blank
document as soon as you have created one. While in
access, you often need to spend a lot of time planning and
setting up the structure of a database before you can
actually begin to use it.
CREATING A DATABASE FILE

• The first step to use Access is to create and save a blank database
file. In other programs, you usually don’t save a file until you’ve
done something with it. In Access, saving the file is the first step.
This is because in Access, many things are automatically saved as
you work, so Access needs to know right at the beginning where to
save it all.
TO OPEN AN EXISTING DATABASE:
1. Click the File tab. This takes you to Backstage view.
2. Select Open. A dialog bex will appear.
3. Locate and select the desired database,then click Open.
4. One or more warning messages may appear when you open your database.
If the database contains customized functions, a yellow bar with a security warning may appear
below the Ribbon. If youtrust the source of your database, click Enable Content for your
database to display it correctly.
After enabling all content in the database, you may see a message asking if you want to make
the database a Trusted Document. Click Yes if yiu would like all content to be automatically
enabled each time you open the database.
• You may be promoted to Log In to the database. Select your name from the
log in list. If your name does not appear, click Add User to enter your
information.
TO CLOSE A DATABASE:

1. Click the File tab to go to Backstage View.

2. Select Close Database
3. If you have any unsaved objects , a dialog box will pop up for each one
asking if you would like to save it. Select Yes to save the object , No to close it
without saving, or Cancel to leave your database open.
UNDERSTANDING TABLES
• Tables are considered as the most important component of an Access
database because these tables are where all your information is stored.
Tables in an Access database are similar jn many ways to tables in Excel.
• Most Access databases consits of more than one relaged table. Each table is
made up of columns referred to as Fields and rows refered to as Records.
TYPES OF FIELD IN A TABLE

1. Numerical Data Types- composed of numbers: integers (positive or negative) and

float (with decimal places)
2. AutoNumber- a unique number that is automatically created for each number.
3. Currency- a link to another document ussing currency signs, commas, and decimal
ponts. It has fixed point calculation.
4. Hyperlink- Hyperlink data Data and Time Types- contains the date and time values
for the years 100 through 9999. It can be formatted in ways including general,
long, and medium date/time
TYPES OF FIELD IN A TABLE

5. Binary Data Type- an arbitrary data which can be an image, a program, or

anything else.
6. Lookup Wizard- allows usage of a value from another table or list by using
a list-box or combo-box.
7. Memo- allows large amount of text and numbers, such as notes pr
descriptions, to be used in a field.
8. OLE- connects to objects in windows applications with different types of file.
TYPES OF FIELD IN A TABLE

9. Text- character field that can contain at most 255 characters.

10.Yes/ No- used for fields with either/or values (yes or no, true or false)
11.Calculated- used to create calculated field which contains a value that is
derived by performing a function on other table fields using an
expression that you create.
AUTONUMBER CURRENCY
HYPERLINK BINARY DATA TYPE
LOOKUP WIZARD MEMO
OLE OBJECT TEXT
YES/NO
CREATING A TABLE

When creating a new table, the first thing to do is to create the fields that will
make up the table. Primary Key is the unique field in each record.
It is also important to plan a database before working on it.
TO CREATE A NEW TABLE

• Click the Create tab on the Ribbon. In the Create tab, there are some options
for creating a new content in your database including Table. You can create a
new table in the Datasheet View which is the you uses for entering data into
the table. Use the Table Design view which is well suited for setting up the
structure of a table.
• Click the Table Design button beneath the Create tab. A new table will now
be created and displayed in Table Design view.
• Enter in the top section the names of the fields in the table along with the
data type for each field. When you have a field name selected in the top
section, the bottom section will display properties which allow you to
customize the selected field.
TO SAVE THE TABLE

• Click the Save icon in the top left corner of the Access window. You can also
use the Ctrl + S shortcut that is common to many applications.
• For table name STUDENTS.
• Click OK to finish saving the table.(Do not close the table yet)
TO CREATE FIELDS
• Make sure the first row in the Field Name column is selected.
• Type Last Name and press Tab or Enter: This will move you to the Data Type column. Notice
that the bottom part of the window now changes to show properties for the selected field.
Look at Field properties later on.
• Leaver the Data Type as Test and press Tab or the Description column.
• In the Description column, type Last name of the student and press Tab or Enter to move on to
the next line.
• For the next field enter First Name as Field Name, Text as Data Type, and First name of the
student as the Description.
• For the next field enter Address1 as Field Name, Text as Data Type, and Address1 as
Description.
• For the next field enter Date of Birth as Field Name. In the Data Type column,
change it to Data/Time. An easy way of selecting Data Types is to press the first
letter of the one you want. Press the letter D and Date/time will become selected.
Enter Birth data of the student for the description and move to the next line.
• Complete the remainders of the field so that they are the same as the ones shown
below
CREATING A PRIMARY KEY

The Table has no primary key specified. If you were to choose a primary key,
which of the fields would you assign as a primary key? The primary key must
contain information that could be unique to each students cannot be used as a
primary key since some of them have the same first and last names.
 ADDING AND
ENTERING RECORDS

1. Click the View icon on the Ribbon. This icon allows you to
switch between Design and Datasheet Views. When you are
in Datasheet view the icon will change to a Design icon.
• In the Records group on the Home tab, click the New
Command
• On the Record Navigation bar at the bottom of the window,
click the New Record button.
• Simply begin typing in the new row below your last added
record
2. Start typing to add records to the table.

3. Press Enter or Tab to move on to the next Field.

4. Complete the rest of the fields.

5. Click the View icon to return to the Table Design view.

TO SAVE A RECORD

1. Select the Home tab, and locte the Records group.

2. Click the Save command
EDITING RECORDS

1. Select the Home tab, locate Find group.

2. Select the Replace command. The Find the Replace dialog box will appear.
3. Click the Find What: box and type the word you would like to find.
4. Click the Replace With: box, and type the word you would like to replace the
original word with.
5. Click the Look In: drop-down arrow to select the area you would like to
search.
• Select Current Field to limit you search to the currently selected field.
• Select Current Document to search within the entire table.
6. Click the Match: drop-down arrow to select how closely you`d like results to
match your search.
7. Click Find Next to find the next occurrence of your search
8. Click Replace to replace the original word with the new one.
TO DELETE A RECORD

• Select the entire record by clicking the gray border at the left side of the
record.
MODIFYING TABLE APEARANCE

Access 2010 offers several ways to modify the appearance of tables. These
changes make the table easier to read aside from making the table look nice.
If your fields and rows are too small or large for the data contained in them,
you can always resize them so all of the text is displayed.
TO RESIZE A FIELD
• Place your cursor over the right gridline in the field title. Your mouse will
become a double arrow.
• Click and drag the gridline to the right to increase the field width or to the
left to decrease.
• Release the mouse. The field width will be changed.
 TO RESIZE A ROW
• Place your cursor over the bottom
gridline in the gray area to the left of
the row. Your mouse will become a
double arrow.
• Click and drag the gridline downward
to increase the field width increase
height.
• Release the mouse. The row heigt will
be changed.
TO HIDE A FIELD

• Right-click the field title.

• From the drop-down menu, select
Hide Fields. The field will be
hidden
FORMATTING

The background color of every other row in an Access table is by default a few
shades darker than the background of the rest of the table. This darker
alternate row color offers visual distinction between records which makes your
table easier to read.
MODIFY GRIDLINES

GRIDLINES are added tables to mark the borders each cell. These are the thin
lines that appear between each cell, row, and column of your table.
DATASHEET FORMATTING

Dialog box offers many advanced formatting options, including the ability to
modify background color, gridline colors, and border and line style.