Lesson 1

In this module you will learn how to create a table from scratch using the Design view. We will also cover some of the fine-tuning your tables will need: adding, deleting and removing fields; defining field properties with data types; controlling data input with the Input Mask Wizard; and choosing a primary key.
After completing this module you will be able to:

1. Display the table Design view and use it to edit the table definition
2. Select the correct data types for each field you create
3. Edit a field’s data type
4. Use an input mask to limit the data entered
5. Add, move and remove fields in the datasheet and Design view
6. Choose and define a primary key field

Here are the steps to create a table from scratch using the Design view in MS Access:

1. Open the Database:
   • Launch Microsoft Access.
   • Open an existing database where you want to create the table, or create a new blank database.
2. Create a New Table:
   • Go to the "Create" tab.
   • Click on "Table Design". This opens a blank table in Design view.
3. Define Table Structure:
   • In the "Field Name" column, enter a descriptive name for each field (column) in your table. This name should clearly represent the data stored in that field.
   • Select the appropriate "Data Type" for each field from the dropdown list. Common data types include:
     
     • Text: For short text entries (up to 255 characters)
     • Number: For numeric data (integers, decimals)
     • Date/Time: For storing dates and times
     • Currency: For monetary values
     • Boolean: For storing true/false values (Yes/No)
     • And others depending on your specific needs.
   • Optionally, set "Field Properties" for each field by clicking on the corresponding row in the datasheet. This allows you to define additional characteristics like:
     
     • Description: Provides a brief explanation of the field's purpose.
     • Input Mask: Enforces a specific format for data entry (e.g., phone number format).
     • Validation Rule: Defines a rule to ensure data entered meets specific criteria.
4. Set the Primary Key:
   • A primary key uniquely identifies each record (row) in the table.
   • Select the field(s) that uniquely identify each record and click the "Primary Key" button on the "Table Design" tab. A small key symbol appears next to the chosen field(s).
5. Save the Table:
   • Go to "File" > "Save".
   • Enter a descriptive name for your table (different from field names) and click "OK".

Additional Tips:

• You can add comments to your table design by right-clicking anywhere in the datasheet and selecting "Comment". This can help document the purpose of the table and specific fields.
• After saving, you can switch to "Datasheet View" to start entering data into your newly created table.
• You can further customize the table appearance and behavior using features like queries, forms, and reports.

By following these steps, you can effectively create tables in MS Access using Design view and define their structure efficiently.