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Access 2010

Level 1

Unit 1 Creating Tables and Queries

Chapter 4 Creating and Modifying Tables in Design View

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Creating and Modifying Tables in Design View

Create a Table in Design View CHECKPOINT 1 Insert a Total Row Sort Records Print Specific Records Format Text Complete a Spell Check Find and Replace Data Use Help CHECKPOINT 2

Quick Links to Presentation Contents

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Create a Table in Design View

To create a table in Design view:1. Open the desired

database.2. Click the Create tab.3. Click the Table button in

the Tables group.4. Click the View button in

the Views group.5. Type a name for the table.6. Click OK.continues on next slide…

View button

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Create a Table in Design View…continued

7. Type the field names, specify the data types, and include descriptions.

8. Click the Save button in the Quick Access toolbar.

Design view

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Create a Table in Design View…continued

continues on next slide…

Data type Description

TextAlphanumeric data up to 255 characters in length, such as a name, address, or value such as a telephone number or Social Security number that is used as an identifier and not for calculating.

Memo Alphanumeric data up to 64,000 characters in length.

NumberPositive or negative values that can be used in calculations. Do not use for value that will calculate monetary amounts (see Currency).

Date/Time Use this type to ensure dates and times are entered and sorted properly.

Currency Values that involve money. Access will not round off during calculations.

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Create a Table in Design View…continued

Data type Description

AutoNumberAccess automatically numbers each record sequentially (incrementing by 1) when you begin typing a new record.

Yes/No Data in the field will be either Yes or No, True or False, or On or Off.

OLE Object Used to embed or link objects created in other Office applications.

Hyperlink Field that will store a hyperlink such as a URL.

Attachment Use this data type to add file attachments to a record such as a Word document or an Excel workbook.

Lookup Wizard

Use the Lookup Wizard to enter data in the field from another existing table or display a list of values in a drop-down list from which the user chooses.

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Create a Table in Design View…continued

To create a default value for a field in Design view:1. Click in the Default Value property box.2. Type the desired field value.

Default Value property box

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Create a Table in Design View…continued

For some fields, you may want to control the data entered in the field.

For example, in a ZIP code field, you may want the nine-digit ZIP code entered (rather than the five-digit ZIP code); or you may want the three-digit area code included in a telephone number.

Use the Input Mask field property to set a pattern for how data is entered in a field.

An input mask ensures that data in records conforms to a standard format.

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Create a Table in Design View…continued

To use the Input Mask Wizard:1. Open the table in Design view.2. Type the desired text in the Field Name column.3. Press the Tab key.4. Click the Save button.5. Click in the Input Mask property box.6. Click the Build button.continues on next slide… Build button

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Create a Table in Design View…continued

7. In the Input Mask list box, choose which input mask you want your data to look like.

8. Click the Next button.continues on next slide…

Input Mask list box

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Create a Table in Design View…continued

9. Specify the appearance of the input mask and the desired placeholder character.

10. Click the Next button.continues on next slide…

placeholder character

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Create a Table in Design View…continued

11. Specify whether you want the data stored with or without the symbol in the mask.

12. Click the Next button.13. Click the Finish button.

Specify whether you want the data stored with or without the symbol in the mask.

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Create a Table in Design View…continued

Validation Rule property box

Use the Validation Rule property box in the Field Properties section in Design view to enter a statement containing a conditional test that is checked each time data is entered into a field.

Enter in the Validation Text property box the content of the error message that you want to display.

Validation Text property box

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Create a Table in Design View…continued

Like the Input Mask Wizard, you can use the Lookup Wizard to control the data entered in a field.

Use the Lookup Wizard to confine the data entered into a field to a specific list of items.

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Create a Table in Design View…continued

To use the Lookup Wizard:1. Open the desired table

in Design view.2. Type the desired text in

the Field Name column.3. Press the Tab key.4. Click the down-pointing

arrow.5. Click the Lookup Wizard

option.continues on the next slide…

Lookup Wizard option

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Create a Table in Design View…continued

6. Click the I will type in the values that I want option.7. Click the Next button.

I will type in the values that I want option

continues on the next slide…

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Create a Table in Design View…continued8. Click in the blank text

box below Col1 and then type the first choice.

9. Press the Tab key and then type the second choice.

10. Continue in this manner until all desired choices are entered.

11. Click the Next button.12. Click the Finish button.

Col1

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Create a Table in Design View…continued

To insert a field in Design view:1. Open the desired table in Design view.2. Click in the row that will follow the new field.3. Click the Insert Rows button in the Tools group in the

Table Tools Design tab.

Insert Rows button

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Create a Table in Design View…continued

To move a field in Design view:1. Open the desired table in

Design view.2. Click in the field selector bar

at the left side of the row that you want to move.

3. Point to the field selector bar of the selected row.

4. Hold down the left mouse button and drag the arrow pointer to the desired position.

5. Release the mouse button.

field selector bar

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Create a Table in Design View…continued

To delete a field in Design view:1. Open the desired

table in Design view.2. Click in the row to be

deleted.3. Click the Delete Rows

button in the Tools group in the Table Tools Design tab.

4. Click Yes.Delete Rows button

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CHECKPOINT 11) In Design view, each one of these

in the top section represents one field in the table.a. columnb. rowc. sectiond. group

3) Enter the content of the error message that you want to display in this property box.a. Validation Textb. Validation Rulec. Input Maskd. Default Value

2) Use this field property to set a pattern for how data is entered in a field.a. Validation Textb. Validation Rulec. Input Maskd. Default Value

4) Use this feature to confine the data entered into a field to a specific list of items.a. Lookup Wizardb. Input Mask Wizardc. Field Wizardd. Confine Wizard

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Insert a Total Row

To insert a total row:1. Open the desired table

in Datasheet view.2. Click the Totals button in

the Records group in the Home tab.

3. Click in the Total row.4. Click the down-pointing

arrow.5. Click the desired

function.Total row

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Sort Records

To sort records:1. Open the desired

table in Datasheet view.

2. Click in the field in the desired column.

3. Click the Ascending button or Descending button in the Sort & Filter group in the Home tab.

Ascending button

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Print Specific Records

To print specific records in a table:1. Open the desired table in

Datasheet view.2. Select the records.3. Click the File tab.4. Click the Print tab.5. Click the Print option. 6. At the Print dialog box, click the

Selected Record(s) option in the Print Range section.

7. Click OK. Selected Record(s) option

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Format Text

Text Formatting group

Formatting options are available in the Text Formatting group in the Home tab.

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Format Text…continued

continues on next slide…

Button Name Description

Font Change text font.

Font Size Change text size.

Bold Bold text.

Italic Italicize text.

Underline Underline text.

Font Color Change text color.

Background Color Apply a background color to all fields.

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Format Text…continued

Button Name Description

Align Text Left

Align all text in the currently active column at the left side of the fields.

Center Center all text in the currently active column in the center of the fields.

Align Text Right

Align all text in the currently active column at the right side of the fields.

GridlinesSpecify whether or not you want vertical and/or horizontal gridlines displayed.

Alternate Row Color

Apply specified color to alternating rows in the table.

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Format Text…continued

To change to rich text formatting:1. Click in the Text Format property box in the Field

Properties section.2. Click the down-pointing arrow that displays at the right

side of the property box.3. Click the Rich Text option at the drop-down list.

Rich Text option

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Complete a Spell Check

The spell checking feature in Access finds misspelled words and offers replacement words.

It also finds duplicate words and irregular capitalizations.

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Complete a Spell Check…continued

To complete a spelling check:1. Open the desired table in Datasheet view.2. Click the Spelling button in the Records group in the

Home tab.3. At the Spelling dialog box, change or ignore the spelling

as needed.4. Click OK.

Spelling dialog box

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Find and Replace Data

To find data:1. Open the desired

table in Datasheet view.

2. Click the Find button in the Find group in the Home tab.

continues on next slide… Find button

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Find and Replace Data…continued

3. Type the desired data in the Find What text box.4. Click the Find Next button.

Find What text box

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Find and Replace Data…continued

To find and replace data:1. Open the desired table

in Datasheet view.2. Click the Replace button

in the Find group in the Home tab.

3. Type the desired data in the Find What text box.

4. Type the desired data in the Replace With text box.

5. Click the Find Next button.6. Click the Replace button or

the Find Next button.

Replace With text box

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Use Help

To use the Help feature:1. Click the Microsoft

Access Help button.continues on next slide…

Microsoft Access Help button

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Use Help…continued

2. At the Access Help window, type a topic or feature.

3. Press Enter.4. Click the desired

topic.

Access Help window

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Use Help…continued

To display the Help tab Backstage view:1. Click the File tab.2. Click the Help button.

Help tab Backstage view

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Use Help…continued

When you position the mouse pointer on a button, a ScreenTip displays with information about the button.

Some button ScreenTips display with the message “Press F1 for more help” that is preceded by an image of the Help button.

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Use Help…continued

Help button

Some dialog boxes, as well as the Backstage view, contain a Help button you can click to display a help window with specific information about the dialog box or Backstage view.

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CHECKPOINT 21) To insert a Totals row, click the

Totals button in this tab.a. Createb. External Datac. Database Toolsd. Home

3) Formatting options are available in the Text Formatting group in this tab.a. Createb. External Datac. Database Toolsd. Home

2) Click this button to sort data in the active field in alphabetic order from A to Z or numbers from lowest to highest.a. Ascendingb. Descendingc. Chronologicald. Historical

4) Press this keyboard shortcut to display the Access Help window .a. F1b. F2c. F3d. F4

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Creating and Modifying Tables in Design View

Create a table in Design view Assign a default value Use the Input Mask Wizard and the Lookup Wizard Validate field entries Insert a total row Sort records and print specific records in a table Complete a spelling check Find specific records in a table and find data and replace

with other data Apply text formatting Use the Help feature

Summary of Presentation Concepts