Basic Microsoft Access Data Entry Knowledge

When we use Microsoft Access we need to store all the information somewhere. In traditional databases all the data is stored flat files whereas Microsoft Access the data is stored tables. Access tables contain series columns which are called fields. So if we build a database with contacts we will have fields with first & last name address telephone number date birth etc. Every table field has a data type you can enter there & this field will accept only this data type. So if you need to enter a price you shouldn’t use a field with text data type & use numeric data type instead. If you need to store a lot text the field the better choice would be memo data type which is perfect for storing descriptions & notes.

The most important MS Access field the table is probably the primary key. It is used as a table identifying field. Auto number data type is the best one to use this case. This data type will increase by one every time a new record is entered into the table. It not allowed to change the auto number. You can & should turn the identifying field into a primary key field. It is easy to do Microsoft Access. When you make a field the primary key you will avoid data duplication as will accept only unique values. You will be able to see a small key symbol the design view which will indicate that is a primary key.

If you need to enter the date birth is best to use Data/Time data type. You can set an input mask which will ensure the date is always entered one accepted format. In the latest version Microsoft Access there is an attachment field which is useful for storing documents related to the record. You can store many documents this way but you should do with caution because too many attachments can harm your database. Very often is better to provide a link to the necessary documents.

We can also create relationships between tables. You can create these relationships by linking the primary key to the foreign key.

Forms created Access database are usually based tables. It is useful because any data entered into the form will be saved to the table & the form will also display all the data contained the table. Forms are the better ways to enter information into the tables.

Tables are probably the most important parts the Access database that is why they need to be deigned with caution. If you create correct design & relationships the tables you will save yourself a lot stress later.

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