Which data type is used to enter the name in MS Access?
Every field in a table has properties and these properties define the field's characteristics and behavior. The most important property for a field is its data type. A field's data type determines what kind of data it can store. MS Access supports different types of data, each with a specific purpose. Show
Here are some of the most common data types you will find used in a typical Microsoft Access database.
Here are some of the other more specialized data types, you can choose from in Access.
These are all the different data types that you can choose from when creating fields in a Microsoft Access table. What is Microsoft Access?Microsoft Access is a Database Management System offered by Microsoft. It uses the Microsoft Jet Database Engine and comes as a part of the Microsoft Office suite of application. Microsoft Access offers the functionality of a database and the programming capabilities to create easy to navigate screens (forms). It helps you analyze large amounts of information, and manage data efficiently. Important Terms and Basic ObjectsNow in this Microsoft Access tutorial, we will learn about some important terms and basic objects in MS Access: Database File:It is a file which stores the entire database. The database file is saved to your hard drive or other storage devices. Datatypes:Datatypes are the properties of each field. Every field has one datatype like text, number, date, etc. Table
Query
Form
Report
MacrosMacros are mini computer programming constructs. They allow you to set up commands and processes in your forms, like, searching, moving to another record, or running a formula. Modules:Modules are procedures(functions) which you can write using Visual Basic for Applications (VBA). Microsoft Access Data TypesMS Access common data types are listed below:
Differences between Access and ExcelMicrosoft Access and Excel are very similar yet very different. Here, are some important difference points between both of them-
Also Check:- Microsoft Excel Tutorial for Beginners: Learn MS Excel in 7 Days Advantages of MS AccessNow in this MS Access Tutorial, we will learn the pros/benefits for using MS Access application:
Disadvantages of MS AccessHere, are the cons for using MS Access
How to Start Microsoft AccessNote: We assume you have the latest Microsoft Access installed which comes bundled with Microsoft Office 365 package. There are two ways to Start MS Access.
Now in this Microsoft Access tutorial, let’s have a look of starting MS Access using both the ways: Option 1) From Windows, Start button.Step 1) Click on the ‘Windows’ icon. Step 2) Find Access icon. Step
3) Check the window. Steps 4) Press ‘Esc’. Result: This will open the MS Access windows application. Option 2) From Desktop, ‘New’ option.Step 1) Right Click from Desktop and Click ‘New’ Step 2) Click on ‘Microsoft Access Database Option’ Step 3) Below MS Access Application window will appear Step 4) Press ‘Esc’ Result: This will open the MS Access windows application How to Create a DatabaseBefore we create a Database, lets quickly understand the holistic picture of what Database is, with particular reference to MS Access. Let’s, start with a few real-life Microsoft Access databases example:
Similarly, we have MS Access Database is a kind of home for all your Tables, Queries, Forms, Reports, etc. in MS Access which are interlinked. Technically, Database store the data in a well-organized manner for easy access and retrieval. There are two ways to create Database in SQL Access:
Let’s go into the detail of each: Create Database from Template
Steps to create Database from Template Step 1) With MS Access application open, Click on File. Result: The below window will appear. All the Database templates are displayed below. Step 2) We can select any template by clicking on it. Click on Contact Template for further reverence. Step 3) File name box will appear with the default file name. Step 4) Enter the new Name. Step 5) Click on ‘Create.’ Result: Guru99_Contact Database created and below window will appear. Step 6) Optionally, you can click on any of the objects from left navigation pane and open that object for further references and work. For, E.g., Clicking on ‘Contact Detail’ form will open ‘Contact Detail’ form as displayed below. Create a Blank DatabaseStep 1) With MS Access application open, Click on File > New Step 2) Click on ‘Blank Database.’ Step 3) File name box will appear with the default file name. Step 4) Enter the new name. Step 5) Click on ‘Create.’ Result: Guru99 Database created and below window will appear. How to Create TableThe first step in this Microsoft Access tutorial to store data in the database is creating a Table where data will reside. Post creation of the table, we can keep inserting the rows in the table. There are two ways to create Database in MS Access
Create Table – Datasheet ViewStep 1) First Click Create tab. Then from Tables group, click Table. Step 2) System will display the default table created with ‘Table1’ name. Step 3) To Rename Column, double click on Column Header and enter the new column Name. Note that the Data type of Course_ID is ‘AutoNumber.‘ Hence this is also the Unique Key of the table. Step 4) You can Add Column by clicking on any category from the ‘Add & Delete’ group. Alternatively, you can also add a column by clicking on ‘Click to Add’ For Example, click on ‘Short Text’ from the ‘Add & Delete’ group. Step 5) Column will be added with the default name as ‘Field1.’ Step 6) Click on Header and rename as ‘COURSE_NAME.’ Step 7) Press ‘Ctrl + S’ and Enter the new table name to save the table. Step 8) You can also save new Name, Caption and Short description for any Column by clicking on ‘Name and Caption.’ Click on it Step 9) Dialog Box will appear. Add the following and Click on ‘OK’
Result: Name, Caption, and Description now exist. Create Table – Design ViewStep 1) First Click Create tab. Then from Tables group, click Table. Step 2) Table Dialog box appears. For each Field enter Filed Name, Data Type and Description. Steps 3) To Add Course_ID as Primary Key, select it and Click on ‘Primary Key.’ Course_Id will be Preceded by KEY ICON as shown below: Steps 4) Press ‘Ctrl+S.’ Enter the Table Name and Click OK Result: How to Switch views between Datasheet and DesignNow in this MS Access tutorial, we will learn how to switch views between Datasheet and Design: To switch views, between the datasheet (spreadsheet view) and the design view, click the ‘View’ button in the top-left hand corner of the Access Ribbon (shown in the Home/Help/Design Tabs). And Click on the View you need to display. For Example: Let’s Assume You want to switch to the newly created table ‘Course_strength’ from ‘Design view’ to ‘Data Sheet’ View. Step 1) Click on Datasheet View Result: MS Access- Adding Data
Let’s add some data in your table by opening the Access database you have created earlier. Step 1) Select the ‘Course’ table Steps 2) Select the Datasheet view option in the ribbon and add some data by entering the values in It. Updated Data will be Autosaved. Now let’s say You want to delete 4th row with ‘My SQL’ as Course name. Step 3) Select the row by clicking on the leftmost column and Right Click on the row. The options menu will appear with the ‘Delete Record’ Option Step 4) Popup Window will appear to confirm the deletion of the record. Click ‘OK’ Result: Summarizing views:Datasheet View: Displays in the view, which allows you to enter raw data into your database table. Design view: Displays the view, which allows you to enter fields, data types, and descriptions into your database table. Forms in MS Access
To understand form lets first create two new Record in Contact Table (from the prebuilt Contact Database discussed here) Step 1) Select the ‘Contact’ table from Left Navigation. Step 2) Create two rows by entering some relevant data in two rows. create Form, and then we will see how forms can be leverage for easy display, editing, and creation of new data. How to Create a formThere are four primary ways to create the form as mentioned below:
Let’s have a look at each option to create the form, one by one: 1. Create using Form WizardThis option allows the user to create the form with the wizard and select the column from the available list of column form in legacy Select window format. Step 1) Click on ‘Form Wizard.’ Step 2) System will display below the screen. Step 3) Select the columns which you want to be there in final form. Result: ID is selected Step 4) Keep selecting all required column as explained in Step 3 above and then click ‘Next.’ Step 5) Layout selection box will appear which allows the user to select the different type of form layout. Click ‘NEXT’ Step 6) Enter the name of the form as “Contact_Form” and click ‘Finish.’ Result: Contact_Form now exist with all column displayed which are there in step 4 in the Selected column list. 2. Create using FormIt is the simplest way to create the form which will:
Step 1) Select the table for which we want to create the form and click on ‘Form.’ Step 2) Below window will appear. Step 3) Right-click on any cell which we don’t want to be part of final forms and click on ‘Delete.’ Result: ‘Fax Number‘ field does not exist now. Step 4) Press ‘Ctrl+S’ and enter new Form Name as ‘Contact_Form2’. Click ‘OK’. Result: New form with the name as ‘Contact_Form2’ exists under the “Forms” section. 3. Create form by ‘Multiple Item.’It is another type wherein All the records already created will be displayed in Form with an option to Add new record. Step 1) From the ‘Create’ tab. Click on ‘More forms’ and select ‘Multiple Items.’ Result: Below Multiple lines, the window will appear Step 2) Press ‘Ctrl+S’. Enter the new form name and click ‘OK.’ Result: New Form with the name as ‘Contact_Form_Multiple_Item’ exists under the “Forms” section. 4. Create form by ‘Split from’.It is a mix of simple form and split form in a way that this form provides the view of Form and datasheet in a split window. Whatever the user enters in Form is visible directly in Datasheet view immediately and vice versa. Step 1) From the ‘Create’ tab, click on ‘More forms’ and select ‘Split Form.’ Result: Below window will appear with the Form and data sheet together. Step 2) Press ‘Ctrl+S’ and enter the new form name. Click ‘OK.’ Result: New Form with the name as ‘Contact_Form_Split’ exists under the “Forms” section. Edit the existing record via Form.
Let’s have a look at how to edit value from the form: Step 1) Click on ‘Contact_Form’ Step 2) Update some values on ‘Contact_Form’ value Step 3) Double Click on ‘Contact’ table. Result: Updated value is present in the original table record. Add a record to a Form.
Step 1) Open ‘Contact_Form_Split’ Step 2) To Add record, click on ‘New (blank) Record Icon.’ Result: New record window appear in:
Step 3) Manually fill the data from Form. Note that in split form all data will be automatically reflected in below data sheet as well. Step 4) Double Click on ‘Contact’ table. Result: New Record updated to ‘Contact’ Table added from Form ‘Contact_Form_Multiple_Item’ Report
Let’s take an MS Access databases example of ‘Contact’ DB default report – ‘Phone Book.’ Step 1) Click on ‘Phone Book’ under ‘Report’ section. The system will open the inbuilt ‘Phone Book’ report. It will display Contact Name, Home, Business and Mobile name displayed for each record present. Step 2) Now suppose that we want to edit the report Heading from ‘Home’ to ‘Home Number.’ Right click and click on ‘Design View.’ The system will open the Report in Design view. Step 3) Edit the name you want to update and Press ‘Ctrl+S’. Step 4) Double click ‘Phone book’ under reports Result: Label is updated from ‘Home’ to ‘Home Phone.’ Macro
Let take an Microsoft Access databases example of ‘Contact’ DB default Macro – ‘AutoExec.’ Step 1) Click on ‘AutoExec’ under ‘Report’ section. The system will open the inbuilt ‘Welcome’ Macro. It will display Welcome note and other data related to contacts Database which has its code into default ‘AutoExec’ Macro Step 2) If you want to see the code behind this macro right click. Result: Module
MS Access databases example from ‘Contact’ DB Step 1) Click on ‘modMapping’ Result: Summary
Also Check:- How to Write Macros in Excel: Macro Tutorial – What is & Use Which data type is used for name?Names and email addresses are always of the type string, while numbers can be stored as a numerical type or as string since a string is a set of characters including digits.
How do you type a field name in Access?To rename a field in a table in Access, open the table containing the field to rename in design view. Then click into the “Field Name” column of the field that to rename and type a new name.
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