MS Access 2007 Step By Step - Asim Abbasi

Chapter 2: MS Access Local & Linked Tables

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Creating Local Tables

In MS Access, the proper or more flexible way of creating new local table is using the Design View. You can also create local tables in MS Access using Datasheet view but our recommendation would be to always go with ‘Design View’ whenever you want to create a Local Table.

Figure 2-1: Accessing the Design View for new local tables design.
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1. Click the “Create” command as shown in Figure 2-1 with label 1.

2. Next step would be to click “Table Design” as shown in Figure 2-1 with label 2.

You will be in local table Design View after step 2. Once in the Design View, you have to create field names of your table and assign them data-types.

Figure 2-2: Local Table Design View. Create field names for your new table and assign them data-types.
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1. A table is composed of vertical columns called fields. The field names you want, for your table, write under this Field Name column as depicted in Figure 2-2 with label 1 and assign each field data-type.

2. The label 2 in Figure 2-2 points to the data-type of any particular field inside a table. Assigning data-type pertaining to any column or field, informs MS Access in advance what type of data that it will be expecting in that field e.g. whether it would be Currency, Date or Text.

Whenever you want to create local tables you need to tell MS Access the field names you want inside the table and the corresponding data types. Each data type has attributes, visible to you under the Field Properties area in the Figure 2-2. For example if you have selected ‘name’ field with data-type as ‘Text’ from the drop down menu, you can adjust the properties relating to this data type i.e. if you want the name field not to be more than 60 characters, then write the “Field Size” value as 60. Different data-types available in MS Access are show in Figure 2-3.

Figure 2-3: Complete list of MS Access data-types
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Some of the data-types available for building Local Tables in MS Access are given in Table 2-1 with description and example for better understanding.

Table 2-1: Most commonly used data-types with example.
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That’s the only two important things you need to know for building a local table. The first one being table fields name and other one being the corresponding data-types. After you have done so, press the save button. MS Access will ask what name you would like to give to this table. Give your table a name and finally click the <OK> button.

The most common field properties pertaining to some of the most important data-types are provided in Table 2-2. Just go through it. You will feel more comfortable with the list once you actually implement yourself while designing the table.

Table 2-2: Most used Field Properties associated with data-types.

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Once all your table structure is complete save the table by clicking on the save button icon as shown in Figure 2-4.

Figure 2-4: Save button helps save the design operations permanently.

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Let’s summarize whatever we have said for the design of local tables. Write down the field name and then select the data-type then move to the next line, write the field name and then select the data type then move to the next line and so on. Repeat the process unless you would end up having all the fields and corresponding data-types required by your table in the systems. Finally click the save icon as shown in Figure 2-4. MS Access asks for the name of the table you would like to save. Enter whatever name you want to give to that table and finally click <OK> button.

Chapter 2: MS Access Local & Linked Tables

Page #: 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8

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MS Access 2007 Step By Step - Asim Abbasi