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This chapter is from the book

This chapter is from the book

Creating Tables in a Database

After creating a database file, you need to create the tables that will store the data. There are several ways to create a new table: in Datasheet view, in Design view, with Table Templates, SharePoint Lists, or by importing a table or linking to the data in a table from another Access database. Depending on the method you choose, creating a table can involve one or more of the following:

  • Specifying the fields for the table
  • Determining the data type for each field
  • Determining the field size (for text and number fields only)
  • Assigning the primary key
  • Saving and naming the table

Methods for Creating a Table

Type

Method

Description

Datasheet

Table button on the Create tab

When you create a table in Datasheet view, you can start viewing and entering data right away. Access automatically assigns a data type based on the kind of information you entered in the field, and it assigns a default field size for text and number fields. After you close and save the table, Access prompts you to identify a primary key or to allow Access to designate one for you.

Table Template

Table Templates button on the Create tab

When you create a table using table templates, you select the type of table you want. Access provides several table templates,including Contacts, Tasks, Issues, Events, and Assets.

Design

Design View button on the Create tab

In Design view, you must specify the fields, specify the data type for each field, assign the size (for text and number fields), assign the primary key, and save the table yourself.

SharePoint

SharePoint Lists button on the Create tab

When you create a table using data from a SharePoint list, you select the type of table you want. Access provides several table types, including Contacts, Tasks, Issues, Events, Custom,and Existing SharePoint List.

Importing

Access button on the External Data tab

If you want to use data from another Access database in the database you are creating, you can import it. When you import a table, all the field names and data types are retained with the imported data. However, you must name the new table and identify the primary key or have Access create a primary key for you. Also, you may need to change the field size and other properties after importing.

Linking

Access button on the External Data tab

When you link a table, the data is retrieved from a table in another database. Linking a table saves disk space because there is only one table rather than multiple tables with the same data. Linking a table saves time because there is no need to update the same information in more than one table.

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