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They will also specify the primary key for each table and save the table structure. The table structure is set up and modified in Design view. When all the fields have been defined, they will then specify which field s will be the primary key. When the table has been fully defined, they will save the table structure. Use Figure through to discuss the elements in the Table window in Design view.

Although it is not required to enter a description for the fields, it is advisable to do so. Students should always select a field s as the primary key. Although Access does not require that you do so, there are several advantages to selecting a primary key. Class Discussion: In general, what are the steps in creating a table?

Answer: When students create a table, they will name the fields and define the properties for the fields. Answer: Click to position the insertion point where the error is located and use either the Backspace key or the Delete key. It is only the structure of the table that must be saved. Records, on the other hand, are automatically stored as they are entered.

Click the OK button to close the dialog boxes, and then close and reopen the database. This setting applies to each database and is not a global Access setting.

Answer: 2. Class Discussion: What are the steps to add a field between two fields? Answer: In the Table window in Design view, select the row for the field above where you want to add a new field.

Define the new field by entering the field name, data type, optional description, and any property specifications. Why might you want to add a field between two fields? Answer: Design 2. Class Discussion: Why should you reduce the size of fields that are too large for the data they will hold? Once the table has been created, students will then need to add records to the table. As students enter records, they will be placed in the table in the order in which they were entered.

However, when students close the table and open it again, the records will be ordered according to the primary key order. Creative Thinking Activity: Refer to Figure Where would you most likely find the information contained in the table? Many times when students are given the information, they can enter it into the table, but locating or researching the information can be difficult.

Answer: spacebar. There are various ways to import this information. Answer: False 2. Class Discussion: What are the first three steps for importing a worksheet into a table? Answer: 1. Click the Close button on the table window bar to close any open tables.

Save the table. Click the External Data tab on the Ribbon. TEACHER TIP Explain that if another Access database contains a table—or even just the design, or structure, of a table— that you want to include in your database, you can easily import the table and any records it contains or import only the table structure into your database.

When copying records from one table to another, it is very important to first determine that the two tables have the exact same data structure. His favorite subjects in the information technology realm include databases and programming languages. Mark has been teaching information technology for more than thirty years and has co-authored several texts in the New Perspectives Series on Microsoft Access databases.

New Perspectives Microsoft Office and Excel Shelly Cashman Microsoft Office Office Author : Steven M. Freund,Mary Z. Last,Susan L. Sebok,Philip J. New Perspectives Microsoft Office Office Microsoft Office Word Author : Margaret M. Microsoft Office Administration Inside Out. New Perspectives on Microsoft Excel Brief. Microsoft Official Academic Course.

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Demonstrate how to create a table. Show how to define a field. Show how to specify the primary key. Demonstrate how to save the table structure. They will also specify the primary key for each table and save the table structure. The table structure is set up and modified in Design view. When all the fields have been defined, they will then specify which field s will be the primary key.

When the table has been fully defined, they will save the table structure. Use Figure through to discuss the elements in the Table window in Design view. Although it is not required to enter a description for the fields, it is advisable to do so. Students should always select a field s as the primary key. Although Access does not require that you do so, there are several advantages to selecting a primary key.

Class Discussion: In general, what are the steps in creating a table? Answer: When students create a table, they will name the fields and define the properties for the fields. Answer: Click to position the insertion point where the error is located and use either the Backspace key or the Delete key. It is only the structure of the table that must be saved.

Records, on the other hand, are automatically stored as they are entered. Click the OK button to close the dialog boxes, and then close and reopen the database. This setting applies to each database and is not a global Access setting. Answer: 2. Class Discussion: What are the steps to add a field between two fields? Answer: In the Table window in Design view, select the row for the field above where you want to add a new field. Define the new field by entering the field name, data type, optional description, and any property specifications.

Why might you want to add a field between two fields? Answer: Design 2. Class Discussion: Why should you reduce the size of fields that are too large for the data they will hold?

Once the table has been created, students will then need to add records to the table. As students enter records, they will be placed in the table in the order in which they were entered.

However, when students close the table and open it again, the records will be ordered according to the primary key order. Creative Thinking Activity: Refer to Figure Where would you most likely find the information contained in the table? Many times when students are given the information, they can enter it into the table, but locating or researching the information can be difficult. Students often do not realize that information created in one type of software can be imported into another type of software.

There are various ways to import this information. Answer: False 2. Class Discussion: What are the first three steps for importing a worksheet into a table?

Answer: 1. Click the Close button on the table window bar to close any open tables. Save the table. Click the External Data tab on the Ribbon. TEACHER TIP Explain that if another Access database contains a table—or even just the design, or structure, of a table— that you want to include in your database, you can easily import the table and any records it contains or import only the table structure into your database. When copying records from one table to another, it is very important to first determine that the two tables have the exact same data structure.

If the two data structures differ in any way, the copy will cause an error. However, when you import, you are importing an entire table including its data and its structure. This is a good way to include a table in your database that was previously designed in a different database.

Class Discussion: Discuss that in a corporate setting, there may be several people working on a database at one time. The ability to copy records into a table or import an entire table allows for the transfer of data in a collaborative effort. Of course, someone within the corporation must maintain the integrity of the data.

Group Activity: In groups of two or three, have students consider the following situation: An organization has several departments; up to this point, each department has been creating and maintaining its own database that pertains to its particular needs.

Have students discuss how this process might be done and what kinds of problems could arise. Ask students to consider that each department had maintained a customer database. How will they import all this data and end up with a single customer database? TEACHER TIP Explain that this feature allows you to add a group of related fields to a table at the same time, rather than adding each field to the table individually, thus saving time.

Answer: the Quick Start 2. Class Discussion: Consider that a large organization has a very large database of information. What kinds of controls do you think will need to be in place for data entry? Do you think anyone in the corporation should be able to update data? Why or why not? Show how to delete a field from a table structure and in Design view.

Show how to rename a field in Design view. Show how to change the data type for a field in Design view. Answer: Design or Datasheet 2. Class Discussion: What is the difference between the Description and the Caption property values? Why do you need both? This makes it quicker and more accurate to enter fields that may repeat in most records such has the state code and area code.

Answer: False, they will be added automatically if left off 2. What kinds of fields might be defined as having default values? Refer to Figure Answer: True 2. Discuss the terminology covered in this section one-to-many relationships, primary table, related table, orphaned record, and referential integrity. This is a basis for understanding how to define a relationship between two tables. Answer: join line 2. Class Discussion: What is the difference between a primary table and a related table?

Have them consider the process of determining a primary key for a table. Have them look at their databases. Do any of these fields represent a unique value that could serve as the primary key? If not, what could they do to provide a field that has a unique value for each record? If they decide to create a field, how will it be done?