INTRODUCTION TO DATABASE USING

MICROSOFT ACCESS 2013Part 4

November 15, 2014

ADDING FIELDS

BEGIN Click MS Access 2013

On the MS Access Screen Pane, select Blank Database

Create a name that will reserve as your file for the database

In the screen pane, click blank desktop database

In the screen box, click the browse button to save in any file that you want

Write your name in the box that you want to save your database

Click create if done

IN THE MS ACCESS ENVIRONMENT

Right Click the “Table 1”.

Click Design View

Save first.

Write your name inside the Table Name Box

Click “OK” if done.

You are now in the Design View.

HOW TO ADD FIELDS IN THE DESIGN VIEW Write first your Field Name.

Second, select from the data type that you want.

Third, is to write a short description based on your field name.

If you're done. Click the General Properties (Field) to emphasize your field.

Now you're sample will be like this. With the Field Properties.

PUTTING IT IN THE DATABASE VIEW

Right Click Table1.

Click Datasheet View.

Don’t forget to save your design view

YOU ARE NOW IN THE DATASHEET VIEW

You can get more records when you are in the datasheet view.

A sample will be like this.

SPECIFYING FIELD DATA

TYPES

TEXT Use to store up to 255 characters of text.

ATTACHMENT Use an attachment field to attach multiple files, such as images, to a record.

Suppose that you have a job contacts database. You can use an attachment field to attach a photo of each contact, and you can also attach one or more resumes for a contact to the same field in that record.

For some file types, Access compresses each attachment as you add it.

When you attach any of the following file types, Access compresses the file.

Bitmaps, such as .bmp files

Windows Metafiles, including .emf files

Exchangeable File Format files (.exif files)

Icons

Tagged Image File Format files

You can attach many different types of files to a record, but some file types that may pose security risks are blocked. As a rule, you can attach any file that was created in one of the 2007 Microsoft Office system programs. You can also attach log files (.log), text files (.text, .txt), and compressed .zip files. For a list of supported image file formats, see the table later in this section.

Access blocks the following types of attached files.

see next slide

.ADE .INS .MDA .SCR

.adp .isp .mdb .sct

.app .its .mde .shb

.asp .js .mdt .shs

.bas .jse .mdw .tmp

.bat .ksh .mdz .url

.cer .lnk .msc .vb

.chm .mad .msi .vbe

.cmd .maf .msp .vbs

.com .mag .mst .vsmacros

.cpl .mam .ops .vss

.crt .maq .pcd .vst

.csh .mar .pif .vsw

.exe .mas .prf .ws

.fxp .mat .prg .wsc

.hlp .mau .pst .wsf

.hta .mav .reg .wsh

.inf .maw .scf

NUMBER Use to store a numeric value that isn't a monetary value. If you might use

the values in the field to perform a calculation, use the Number data type.

CURRENCY Use to store monetary data.

AUTONUMBER Use an AutoNumber field to provide a unique value that serves no other

purpose than to make each record unique. The most common use for an AutoNumber field is as a primary key, especially when no suitable natural key (a key that is based on a data field) is available.

An AutoNumber field value requires 4 or 16 bytes, depending on the value of its Field Size property.

Suppose that you have a table that stores contacts' information. You can use contact names as the primary key for that table, but how do you handle two contacts with exactly the same name? Names are unsuitable natural keys, because they are often not unique. If you use an AutoNumber field, each record is guaranteed to have a unique identifier.

DATE/TIME Use to store time-based data.

YES/NO Use to store a Boolean value.

OLE OBJECT Use to attach an OLE Object, such as a Microsoft Office Excel spreadsheet,

to a record. If you want to use OLE features, you must use the OLE Object data type.

In most cases, you should use an Attachment field instead of an OLE Object field. OLE Object fields support fewer file types than Attachment fields support. In addition, OLE Object fields do not allow you to attach multiple files to a single record.

HYPERLINK Use to store a hyperlink, such as an e-mail address or a Web site URL.

A hyperlink can be a UNC path or a URL. It can store up to 2048 characters.

LOOKUP WIZARD The Lookup Wizard creates a field limited to a list of valid values. When you

select this data type, a wizard helps you create the list and attaches it to your table.