What is a Table in Microsoft Access? | Techwalla
What is a Table in Microsoft Access?
By Francine Richards
Image Credit: littlehenrabi/iStock/Getty Images
Microsoft Access is a software application that is used to create databases. MS Access is packaged with Microsoft Office Suite, but can be purchased separately. MS Access databases store data in tables and can exist as a single file that allows for basic data storage and retrieval. Each database file is made of up objects including tables, queries, forms and reports.
Databases
Databases serve the function of data collection, management and storage. MS Access databases are used for personal and/or business often for data storage of address books, customer information, mailing lists or inventory lists. Recall of the database content is intuitive and can be queried, printed or published to the Internet.
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Tables
MS Access tables are the key objects in the Access file, as they contain the data that is stored in the database. Tables are made up of rows and columns and allow for direct data entry into their grids. The row is the record that contains the individual data pieces making up an individual record. The columns, also referred to as fields, consist of categorized information. For example, the fields are columns consisting of categorized information such as telephone numbers.
The row is the record where the phone number is entered. Data is sortable and can be filtered. Data from Excel can be imported or cut and pasted into an Access table. One file may contain multiple tables, which can be linked through queries, reports and forms.
Table Creation
There are several ways to create a table: in design view, using a template or wizard, or by entering data. The user chooses the method they want to use by highlighting it and selecting "Open" in the file's object box. Once a table is created, the user can enter data into the table.
After entering the first record and hitting the "Enter" button, the next line will appear for data entry of a second record and so on. Once data entry is completed, the user will close the table as they would any window. The table is saved under "Objects" and "Table" in the file's object list. Upon opening the file, the object list will always appear.
Table Wizard and Templates
Depending on the version of MS Access, using a wizard or template is the easiest way to create a table that is ready for data entry. In MS Access 2007, table templates are empty tables that can be used as-is or customized as necessary. Templates include Contacts, Tasks, Issues, Events, and Assets. The contact table sets up a database for contact information such as mailing lists and phone numbers. Columns are easily created by dragging from a list of suggested fields.
In MS Access 2003 and earlier, wizards are a feature that guides the user from start to finish in creating the desired object. In just a few clicks you can create a table that is ready for data entry. Though the table fields in the wizard are predefined, the user has the ability to change them while using the wizard and after the table has been created.
Table Customization
MS Access allows the user to customize the fields, data, and formatting within a table. The user has the ability to format table font, row height, column width, freeze and/or hide columns. The user has the ability to modify key table elements such as renaming table fields and editing table records on the fly from almost anywhere in the application.
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How to Use a Microsoft Access Program
By Tricia Goss
Microsoft Access is the database program that is included with Microsoft's Office suite. While not as intuitive and user-friendly as most other Office programs, Access offers powerful features for creating databases and extracting data from them. Learning some basic steps will allow you to begin to make databases, tables, reports, forms and queries. Once the program becomes more familiar, you can start to learn advanced techniques, such as creating mail merges and more.
Step 1
Create a database. Start Access and click "New" from the "File" menu or "Office Button." Click "On My Computer." Select the type of database desired and click "OK." Enter a name for the database and click "Create." The Database Wizard will start.
Step 2
Add tables to the Access database. In Database view, select "Tables" under "Objects." On the database window toolbar, select "New," and then double click the "Table Wizard" button. Follow the table wizard instructions to create the type of table desired.
Step 3
Create relationships between tables. In Database view, select "Database Diagrams" under "Objects." Click the desired diagram and then select "Design." Select the table columns to be related using the row selector, and then drag them to the related table. The "Create Relationship" dialog will open. Click "OK" to confirm.
Step 4
Use forms to enter data in the database. Go to the "Forms" tab of the database menu, or click "Forms" on the toolbar. Select "Create Form by Using Wizard," and use the double arrow button to choose fields. Click "Next." Select the desired layout and click "Next" again. Select a style, click "Next" and enter a name for the form. Click "Finish" and begin entering data.
Step 5
Create a query to extract information from the database. Select "Queries" from the toolbar, or go to the "Queries" tab. Double lick "Create Query by Using Wizard". The Query Wizard will open. Select a table, and choose the fields desired for the query results, then click "Next." Choose "Show All Fields" or "Summary" and click "Next" again. Enter a name for the query and click "Finish."
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Definition of a Query in Access
By Hunter Taylor
Access queries help users answer questions about data.
Access is database software that allows users to hold a large amount of information. The components of a database are tables, queries, forms, reports and macros. Tables allow the user to hold the raw data. Queries manipulate data in the tables. Forms can be used to enter data into the tables and navigate the database. Reports are for presenting the data in a printer-friendly format and macros help automate database tasks. The most pivotal component of a database are queries. Just as the name implies, a query allows the user to inquire about the data in the tables.
Query types
Several types of commonly used queries exist in Access: select, append, update, delete, make table. The goal of the query determines the type of query to use. A select query helps the user simply pull information from the table based upon the user-defined needs. For example, a select query can isolate customer names beginning with the letter "M." An append query is created to add information to a table. An update query can modify table records according to the user's needs. Delete queries remove records from the table. A make table query allows a user to make a new table from selected records.
Functions
Queries allow the user to calculate individual fields. The user can perform basic calculations such as the addition or multiplication of fields or more complex calculations for engineering or statistical needs. The built-in calculations of Access are the same as those found in Microsoft Excel. Through a query, items can also be grouped or sorted according to the user-specified criteria.
Data Source
The data in a query is often pulled from tables in a database. The table can be in the present database, in another database or from an enterprise system such as the AS/400. More than one table can be placed in a query. Queries can also pull information from other queries. In other words, queries can be embedded within queries. Similar to tables, two or more queries can be in one query. Within an Access query, tables and queries are linked by fields common to each.
Wizard
A query can be built using a wizard (step-by-step guide) or from scratch. Those new to Access databases should ideally use the wizard. It allows the user to become comfortable with queries and the how to establish links between the tables and queries the database uses.
Warning
To prevent duplication, select a table field that will be the primary key. This primary key is a field that contains unique information across each record. For example, a primary key for a collections database could be invoice number or customer account number. If a primary key is selected, there is less of an opportunity for record duplication when the query is run.
