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Sep
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25

Creating a Simple Table in Access 2007

Microsoft Access Add comments

When you first create a database, it’s almost empty. But in order to get you started, Access creates your first database objecta table named Table1. The problem is, this table begins life completely blank, with no defined fields (and no data).

If you followed the steps to create a new database (Section 1.2.1), you’re already at the Datasheet view (Figure 1-5), which is where you enter data into a table. All you need to do is customize this table so that it meets your needs.

Figure 1-5. In a table, each record occupies a separate row. Each field is represented by a separate column. In this table, it’s clear that you’ve added six bobblehead dolls. You’re storing information for each doll in five fields (ID, Character, Manufacturer, PurchasePrice, and DateAcquired).

WORD TO THE WISE
Sharing Databases with Older Versions of Access

Older versions of Access don’t use the .accdb format. If you try to open Bobblehead.accdb in Access 2003, you’ll get nothing more than a blank stare and an error message.

Earlier versions of Access use the .mdb file format (which stands for Microsoft database). Although Access 2007 is happy using both .accdb and .mdb files, previous versions of Access recognize only .mdb. (And just to make life more interesting, the .mdb format actually has three versions: the really, really old original format, a retooled version that appeared with Access 2000, and the improved-yet-again version that Microsoft introduced with Access 2002 and reused for Access 2003.)

Here’s what you need to know to choose the right format for your new databases. The standard .accdb format’s the best choice if you don’t need to worry about compatibility, because it has the best performance and a few extra features. But if you need to share databases with other versions of Access, skip the new kid on the block, and rely instead on the tested-and-true .mdb format.

To create an old-style .mdb database file in Access 2007, use the “Save as type” option shown in Figure 1-3. You can choose the Access 2002-2003 file format, or the even older Access 2000 format. (If you’re set on going back any further, say the Access 95 format, your best bet’s a time machine.)

UP TO SPEED
Database Planning for Beginners

Many database gurus suggest that before you fire up Access, you should decide exactly what information you want to store by brainstorming. Here’s how it works. First, determine the type of list you want by finishing this sentence “I need a list of â€¦” (One example: “I need a list of all the bobblehead dolls in my basement.”)

Next, jot down all your must-have pieces of information on a piece of paper. Some details are obvious. For example, for the bobblehead doll collection, you’ll probably want to keep track of the doll’s name, price, and date you bought it. Other details, like the year it was produced, the company that created it, and a short description of its appearance or condition may require more thought.

Once you’ve completed this process and identified all the important bits of data you need, you’re ready to create the corresponding table in Access. The bobblehead doll example demonstrates an important theme of database design: First you plan the database, and then you create it using Access. In Chapter 5, you’ll learn a lot more about planning more complex databases.

There are two ways to customize a table:

Design view lets you precisely define all aspects of a table before you start using it. Almost all database pros prefer Design view, and you’ll start using it in Chapter 2.
Datasheet view is where you enter data into a table. Datasheet view also lets you build a table on the fly as you insert new information. You’ll use this approach in this chapter.

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