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Access Lesson 2
Creating a Database
Microsoft Office 2007: Pasewark &

Introductory Pasewark

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Objectives
? Create a database.
? Design, create, and save a table in Datasheet
view.
? Set a field��s data type in Datasheet view.
Access �C Lesson 2

? Add, delete, rename, and move fields in Design
view.
? Set field properties in Design view.

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Vocabulary
? Alphanumeric data
? AutoNumber
? Blank Database template

? Data type
? Default Value property

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Vocabulary (continued)
? Description ? Field Size property
property ? Format property
? Design grid ? Primary key

? Design view ? Required property
? Field Properties ? Template
pane
? Field property

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Creating a Database
? The first step in creating
a database is to create
the file that will hold the
database objects.

? You can use a template
that already has objects
in it.
? You can also use a
Blank Database
template with no
objects in it.

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Creating a Database (continued)

? To create a database, start
Access.
? On the Getting Started with
Microsoft Access page, double-

click the template you want to
use.
? Specify a file name and storage
location.
? Click Create to create the new
database and open it in Access.

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Creating and Saving a Table
In Datasheet View
? When you create a blank database, Access creates the
first table and names it Table1.
? You can change the name when you save it.
? To save, click the Save button on the Quick Access

Toolbar. Fill in the name in the Save As dialog box.
? The new table name appears on the tab for the table and
as an object in the Navigation Pane.

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Designing a Table in Datasheet
? After creating a table, you need to tell Access what fields
to include.
? Access creates one field named ID and sets it as the
primary key.

? A primary key is the field that contains a unique field
value for each record.
? In some tables, this field is called AutoNumber because
it automatically adds a unique number.

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Designing a Table (continued)
? You can tell that Access created an AutoNumber for the
ID field because of the word New in the first record��s
field.
? Good candidates for being a primary key are

? Employee numbers
? Social security numbers
? Student ID numbers
? The advantage of setting a primary key is that Access will
not let you enter duplicate values for this field in
different records.

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Designing a Table (continued)
? To enter a field name in Datasheet view, double-click the
��Add New Field�� field selector.
? After you have created all the fields, you can enter the
first record.

? Access assigns a data type as you enter data (Text,
Memo, Number, etc.).
? You can change the data type for a field by clicking the
Data Type arrow in the Data Type & Formatting group
on the Table Tools Datasheet tab.

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Working in Design View
? In Design view you can add, delete, and
make changes to how fields store data.
? The field names and data types appear

in the upper half in a design grid.
? The Field Properties pane appears
below.
? A selected field turns orange. The
primary key has a key symbol in it.

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Table in Design View ( Behind the Scene)

Unique ID
Like SS#

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Working in Design View (continued)
? You can use the options in the Tool group on the
Table Tools Design tab to:
? Add and delete fields, insert a field
? Drag fields in the design grid to a new location
? Rename a field, and change a field��s data type

? The Description property in the design grid is
optional, and you can use it to describe what to enter
in the field.

? Any changes made in Design view are automatically
updated in Datasheet view when you save the table.

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Changing Field Properties in Design View
? A field property describes the field��s contents beyond
the field��s basic data type, such as:
? Indicating number of characters allowed
? Indicating allowable values
? Field properties will vary depending on the field��s

data type.
? The Field Size property sets the number of
characters you can store in a Text, Number or
AutoNumber field.
? There is an array of Field Size property options
including the ability to store decimals, positive
numbers, negative numbers, or whole numbers.

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Changing Field Properties in Design View
(continued)
? Use the Format property to specify how you want
Access to display numbers, dates, times and text.
? For example, if you enter the date 10-28-10, Access
will display it as October 28, 2010, if the Format

property is set that way.
? The Default Value property enters the same field
value in a field every time a new record is added to a
table.
? The Required property specifies whether you must
enter a field value in a record.

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Summary
? Creating a database creates a file that will store
database objects. You can create a database using a
template or a Blank Database template.
? You can create a table in Datasheet view by entering

the field names, and then entering the first record.
? Access assigns the data type as you enter data.
Access also creates an ID field to serve as the table��s
primary key. The primary key is the field that
contains unique field values for every record in a
table.

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Summary (continued)
? To save a table, click the Save button on the
Quick Access Toolbar.
? A field��s data type determines the type of data
that can be entered, including text, numbers, or

a combination of both.
? The data types for Access are Text, Memo,
Number, Date/Time, Currency, AutoNumber,
Yes/No, OLE Object, Hyperlink, Attachment and
Lookup Wizard.

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Summary (continued)
? In Design view you can add, delete and rename fields.
? A field property describes a field beyond the data type.
The properties you can set depend on the data type.
Additional properties include:

? Description property describes the field
? Field Size property sets # of characters/numbers
? Format property sets formatting (i.e. date format)
? Required property is used when a field must contain data

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Access lesson 2

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