FUNCTIONAL DATA BASE

Functional Data base



Functional Data base

Introduction

First, open MS Access 2007. To build a new database, choose New Blank Database. By selecting New Blank Database, a panel will show up on the right, which allows us to create a blank database by entering the database name and choosing the location where on the computer we want to create the new database. We can also create a new database from other database template. For this session, we will focus on creating a database from a blank one, so click New Blank Database? Blank Database (Rainer & Cegielski, 2007).

The practical example of database has been created in the excel file. See attached excel file.

Create a Table in Datasheet View

To create a blank (empty) table in datasheet view, on the Ribbon you can:

Click Create(Table in Fig. 3.

You are then given a Datasheet View with column headings ID and Add New Field across the top of the datasheet as shown in Fig. 4. You can enter data directly into it. After entering data and hit the Enter key, the column heading - Add New Field automatically changes to Field1 and the next column's heading becomes Add New Field. At the same time, an ID number will be assigned to that row. When you save the new datasheet, Microsoft Access will analyze your data and automatically assign the appropriate data type and format for each field. Because the names of each field are not descriptive, you may want to rename the fields.

Fig. 3 Ribbon for Creating New Table

Renaming Fields

Place the cursor over the column heading you want to rename and double click. The column heading will appear highlighted and the cursor will be blinking (you are now in edit mode)

Type the name you want to use and then press the Enter key.

Repeat the first two steps for the second column, and so on.

Fig. 4: Creating a Table in Datasheet View (Renaming Fields)

As the column corresponds to the field, the row corresponds to the record. Now we are ready to add the information. Say that, if we are doing a database of a company, the first table we may have is Employee. And the fields of Employee may contain SSN, LastName, FirstName, and so on. Please refer to Fig. 5 for the example Employee table.

Fig. 5: Datasheet View (Employee Table)

Summarizing Datasheet View

Create a Table in Design View

In Design View you can add fields, define how each field appears or handles data, and create a primary key. To create a blank (empty) table in design view, you can:

Click Create(Table Design in Fig. 3.

You are then given a Design View as shown in Fig. 6.

Fig. 6 Design View

In this view, we can specify detailed properties for each field. This includes the length and type of information used in the field. But if we were to enter data into the table, we must use Datasheet View or Forms. The design view for the example Employee table mentioned before will look like ...