When we use Microsoft Access we have to store data somewhere. Any data we enter in MS Access will be stored in Microsoft Access object known as tables. There is a series of fields or attributes in a table and, for example, if we create a contacts database system there will be fields for first and last names, date of birth and address. Every field will have the type of data defined that the field can accept. So, if we want to enter a price data we don’t want to use the field with text data. In this case you should use the field wit the numeric data type. If you want to use a lot of data it is better to use a memo data type. It is perfect for storing long notes and descriptions.

The primary key field is the most important field in the Microsoft Access table. It is used as the identifying field. This field would be best for the auto number. It will increase by one each time you add new record. You cannot change the auto number. And identifying field has to be made into a primary key field. It is easy to do with Microsoft Access. When you turn your field into a primary key, it will only accept unique values and will allow any duplicates. You will notice a small key symbol that will be shown next to the field and it will indicate that it is a primary key field.

We might have the necessity to store a date of birth. You could use the Date/Time data type tables. If we want to enter the data in the correct format there is a possibility to set an input mask. There is also an attachment field in the Microsoft Access 2007 which is useful for us to store related documents to the record. We might want to add Excel spreadsheets, Word documents and images. The attachment field should be used with caution though. In some cases it might be better to just provide a link to the document.

You can also relate tables. For example, a customers’ table and an invoice can form relationship. The primary key is linked to the foreign key. This is how the relationship is formed. There are also other relationships offered in MS Access.

The forms are usually based on the tables. So any data you enter in the form will be saved into the table and the data that is showed in the form is loaded from the table.

You need to design your database tables correctly as they are probably the most important objects in your database system. You will save a lot of time and headache is you design your database correctly.

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