Designing A Database Using Microsoft Access 2003

Designing a Database Using Ms Access 2003

Having looked at the introduction to the Microsoft Office Access 2003, we can now be able to create or design our first database. To do this we need to launch Microsoft Access and this is how you do it.

  • Go to start button, click on all programs
  • Locate Microsoft Office and click on it,
  • Then click on Microsoft Office Access 2003. You will get a blank page, so to get started,
  • Click on file, new and then select blank database on your right hand side.

Note that we have other powerful programs that we can use to create and maintain a database. For instance one can make use of Ms Access 2007, 2010, 2013, or even 2016. This tutorial is however intended for Office 2003 users and there is big difference with the other advanced programs.

Procedure of Creating a Database in Ms Access

Procedure of creating a database using Access
Procedure of creating a database using Access | Source

Things You Need When Creating a Database

At this stage it would be important to check if you have:

  • Your database name
  • A List of the fields you will use, and
  • The records or information to feed on your database

Now, on the open dialog window, indicate the name of your database and then select the place where you intend it to be stored. Click on create and your new database is created.

Creating Tables in Ms Access 2003

Creating Table(s)

The first thing you should do is to create a table so as to have your database running. The table, which is a collection of information organized in rows and columns, will contain the data you need to have in your database.

To create a table, under the objects, click on table and above the objects click on new. You can create tables in five ways:-

  1. Using datasheet view – This is a direct entry method where you start entering the data on your table. You double click a column header and rename it, or you can right click and select rename. Then you enter the records (actual data).
  2. Using design view – The design view method lets you start by designing your table from scratch before you start entering your records.
  3. Using table wizard – In this option you are guided by a table making wizard on how to come up with a table.
  4. Import table – This option will allow you to import a table from another database or another program for instance Microsoft Excel.
  5. Link table – Use this option to create a link to another table in another database or another program for example Microsoft Excel.

Creating a Table in Access Using the Design View Method

  • Under the objects, click on table and above the objects click on new then click on design view and click okay.
  • Input the field names – these are the titles (headings) of your table. Type them going downwards.
  • Next in the data fields, specify the data type of each field. These you get from the drop down button that appears once you click on the data type area.

Entering the Field Names and Their Data Type in Ms Access

Entering the field names and their data type
Entering the field names and their data type | Source

Data Types Used in Ms Access

The following are the available data types

  • Text - these are label entries for instance the name of a person “Joan”
  • Memo - this is for long text entries
  • Number - Are value entries for instance 110, 111, 112
  • Date/Time – Use this for date entries
  • Currency - it is used to for a field with currency values
  • Auto-number - this is used for automatic listing or ordering
  • Yes/No - it indicates whether the stated condition is true or false
  • O.L.E. Object – (Object linking and embedding). This is for inserting objects and other graphics into the database
  • Hyperlink - connects the current object to other data sources
  • Look up wizard - It picks its data from other objects, fields or databases that you choose

How to Enter Data on Ms Access Table

Entering data on your table
Entering data on your table | Source

Use of Primary Key in Ms Access

After setting the data type, close your table design page and save your work. Give your table a name. As you click on save you will be asked if you want to create a primary key, your answer should be yes if you are going to create more than two tables in your database. The primary key will be useful for defining a relationship between two or more tables.

On the database window, double click your table and start entering your data. Note that if you created a primary key, a new field called ID (auto number) has been created. Do not type anything here. Once you are done entering data on your table, click on close.

The Primary Key in Ms Access

The primary key option
The primary key option | Source

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© 2012 Patrick Kamau

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