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1 Microsoft Access 2002 Tutorial 2 – Creating And Maintaining A Database.

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1 1 Microsoft Access 2002 Tutorial 2 – Creating And Maintaining A Database

2 XP 2 Guidelines for database design Determine all the fields of data that needs to be stored. Group the fields into tables. Each table will contain a group of related fields. Select a field in each table to become the primary key for that table. When tables will be related to one another, you need to include a common field in the two tables that will be used to form the relationship.

3 XP 3 Determining database fields Identify all the fields that will be needed to produce the required information.

4 XP 4 Group the fields into tables Group related fields into tables. These fields all pertain to the Employer table.

5 XP 5 Choose a primary key Choose a field or fields to serve as the primary key for the table. A primary key must uniquely identify each record in the table. Primary keys can consist of more than one field. Primary keys with more than one field are called composite keys

6 XP 6 Include a common field When one table needs to be related to another table, you must include a common field. The common field will be the primary key in one table. The common field is referred to as a foreign key in the related table. The foreign key in a table can then be used as a primary key to access the record in the related table.

7 XP 7 Data redundancy wastes space and can lead to data errors The Position table is related to the Employer table using the common field EmployerID. Since the tables have a common field, there is no need to include the EmployerName field in the Position table (redundant) Redundant fields increase the possibility of inconsistent data errors.

8 XP 8 Setting field properties When assigning a name to any object in Access, carefully select a name that will indicate what data is stored there. Field properties include their data type, field sizes, and an optional description of the field. Make sure the field size is big enough to hold the largest piece of data that will be stored there. Do not make the field larger then necessary because this will result in wasted disk space Make sure the data type for a field is appropriate for the kind of data to be stored in that field.

9 XP 9 Access field types, slide 1 Make certain the field type you select matches the data to be held in that field.

10 XP 10 Access field types, slide 2

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