Creating a Database and Building Tables

Create an Access file and design dependable tables with suitable fields and data types.

What you will learn

• Create and save an Access desktop database
• Build tables in Datasheet and Design views
• Choose suitable field names and data types

Before you begin

Use a practice database containing non-sensitive sample information. Access versions can place commands differently, so use the ribbon search box when a named command is not immediately visible. Back up the file before structural changes.

Create the file

Start from Blank database or a suitable trusted template. Choose a descriptive filename and a dependable storage location before selecting Create.

Save backups as the design develops. Avoid editing the same unsplit database file simultaneously through consumer cloud-sync folders.

Build a table

A table stores one subject. Rows are records and columns are fields. Datasheet view resembles a grid, while Design view gives precise control over field definitions and properties.

Use concise field names without ambiguous abbreviations. Store each fact in its own field so it can be sorted, searched and validated.

Choose data types

Short Text suits names and codes, Number suits numeric quantities, Currency suits money, Date and Time suits dates, and Yes and No suits two-state values.

Do not store telephone numbers or identifiers as numbers merely because they contain digits; calculations are not performed on them and leading zeroes may matter.

Guided practice

1. Create a blank practice database.
2. Create a Customers table with CustomerID, GivenName, FamilyName, Phone and Email.
3. Choose and explain the data type for every field.

Knowledge check

1. What is a record?
2. When is Design view useful?
3. Why is a telephone number normally Short Text?

Completion standard

Continue when you can complete the guided practice safely and explain the knowledge-check answers in your own words.