Microsoft Office Reference Guide

Mar 26, 2004

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Creating Tables

Let's work with the Surrealty Corporation example to create a first table to track our properties and potential deals:

Open Microsoft Access from the Windows Start menu.
In the task pane, select Blank Database. Name the file and save the newly created database to a location on your hard drive. In the following figure, I called my example Surrealty.mdb.

Figure 54 Starting with a blank database gives us a chance to save it as a new Access MDB file.

With the database created, we're dropped into the main Access window, with the most important element—our first blank table—selected and ready to go. But rather than working in this default table, let's create our first table from scratch in design view. In the Database Objects window (see the following figure), click Tables in the Objects list and then double-click Create Table in Design View.

Figure 55 Access provides several ways to create new tables, including a wizard. The Database Objects window (shown behind the table window in this shot) is handy for switching views and creating Access components.

As with any database, the records are contained in fields, which need to be created and specified by datatype. Let's create some fields for our first Access table, for our customers. We'll keep it simple for now, adding the following fields and specifying them as text:

FirstName
LastName
Phone
Email

For our fifth field, we'll name the field CustomerType, and select Lookup Wizard under Data Type in the table. In the first step of the Lookup Wizard, choose the second option, to type the data you want, as shown in the following figure.

Figure 56 Using the Lookup Wizard will make the entries in your database more consistent for a given field.

In the next step of the wizard, add three entries for the lookup values: Buyer, Seller, and Prospect, as shown in the following figure.

Figure 57 Using specific values restricts the choices for input, which will pay off when you sort or query your database.

Click the lookup tab for the Field entry in the table to see the values you've already entered. Then click open the View button on the toolbar and choose Table to see how your empty table looks. You'll be prompted to save the table first. Click Yes, and name your table Clients.

Figure 58 With your lookup field created, try to open the table in its current view.

Before you can save the table, Access will insist that you create a primary key. A primary key is a unique value for a single record in a database. For example, you could have two John Smiths in a large database, or many entries for a city like Los Angeles. To differentiate these records when sorting, filtering, or creating queries, each record must have a unique identifier (the primary key).

Allow Access to create the primary key for you. The default primary key is called ID, and it will be an AutoNumber field that won't need to be input, but will increment with each new record entered into the database.

If you click the lookup field that we created, you can see the three values ready to be selected from a drop-down list.

Figure 59 Our new table has an AutoNumber primary key field, as well as selections for values in the lookup text field.

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