Which view is used to enter data into an access table by default?
Microsoft Access Tutorial Show Overview MS Access is frequently used by small companies to create simple database solutions. Using Access, you don�t have to know too much about databases and will still be able to easily construct simple, aesthetically pleasing database solutions. This file has hyperlinks to some reference material. The bulk of the material that follows was copied from the following website: http://www.fgcu.edu/support/office2000/access Part 1: Tables A database is the container for the data and associated objects.� Objects include tables, queries, forms, reports, macros, and modules.�� In Access, the �table� holds the actual data, so begin your review with basic table operations.� If required, you can review the following before starting (headings are linked to an online Tutorial).
Getting Started
Screen Layouts
Creating Tables Introduction to Tables Tables are grids that store information in a database similar to the way an Excel worksheet stores information in a workbook. Access provides three ways to create a table for which there are icons in the Database Window. Double-click on the icons to create a table.
For this class you should create tables using the Design view only!! Create a Table in Design View Design View will allow you to define the fields in the table before adding any data to the datasheet. The window is divided into two parts: a top pane for entering the field name, data type, and an option description of the field, and a bottom pane for specifying field properties.
Field Properties Properties for each field are set from the bottom pane of the Design View window.
Primary Key Every record in a table must have a primary key that differentiates it from every other record in the table. In some cases, it is only necessary to designate an existing field as the primary key if you are certain that every record in the table will have a different value for that particular field. A social security number is an example of a record whose values will only appear once in a database table. Designate the primary key field by right-clicking on the record and selection Primary Key from the shortcut menu or select Edit|Primary Key from the menu bar. The primary key field will be noted with a key image to the left. To remove a primary key, repeat one of these steps. If none of the existing fields in the table will produce unique values for every record, a separate field must be added. Access will prompt you to create this type of field at the beginning of the table the first time you save the table and a primary key field has not been assigned. The field is named "ID" and the data type is "autonumber". Since this extra field serves no purpose to you as the user, the autonumber type automatically updates whenever a record is added so there is no extra work on your part. You may also choose to hide this column in the datasheet as explained on a later page in this tutorial. Indexes Creating indexes allows Access to query and sort records faster. To set an indexed field, select a field that is commonly searched and change the Indexed property to Yes (Duplicates OK) if multiple entries of the same data value are allowed or Yes (No Duplicates) to prevent duplicates. Field Validation Rules Validation Rules specify requirements (change word) for the data entered in the worksheet. A customized message can be displayed to the user when data that violates the rule setting is entered. Click the expression builder ("...") button at the end of the Validation Rule box to write the validation rule. Examples of field validation rules include <> 0 to not allow zero values in the record, and ??? to allow only all data strings three characters in length. Input Masks An input mask controls the value of a record and sets it in a specific format. They are similar to the Format property, but instead display the format on the datasheet before the data is entered. For example, a telephone number field can formatted with an input mask to accept ten digits that are automatically formatted as "(555) 123-4567". The blank field would look like (___) ___-____. An an input mask to a field by following these steps:
Adding Records Add new records to the table in datasheet view by typing in the record beside the asterisk (*) that marks the new record. You can also click the new record button at the bottom of the datasheet to skip to the last empty record. Editing Records To edit records, simply place the cursor in the record that is to be edited and make the necessary changes. Use the arrow keys to move through the record grid. The previous, next, first, and last record buttons at the bottom of the datasheet are helpful in maneuvering through the datasheet. Deleting Records Delete a record on a datasheet by placing the cursor in any field of the record row and select Edit|Delete Record from the menu bar or click the Delete Record button on the datasheet toolbar. Adding and Deleting Columns Although it is best to add new fields (displayed as columns in the datasheet) in design view because more options are available, they can also be quickly added in datasheet view. Highlight the column that the new column should appear to the left of by clicking its label at the top of the datasheet and select Insert|Column from the menu bar. Entire columns can be deleted by placing the cursor in the column and selecting Edit|Delete Column from the menu bar. Resizing Rows and Columns The height of rows on a datasheet can be changed by dragging the gray sizing line between row labels up and down with the mouse. By changing the height on one row, the height of all rows in the datasheet will be changed to the new value. Column width can be changed in a similar way by dragging the sizing line between columns. Double click on the line to have the column automatically fit to the longest value of the column. Unlike rows, columns on a datasheet can be different widths. More exact values can be assigned by selecting Format|Row Height or Format|Column Width from the menu bar. Freezing Columns Similar to freezing panes in Excel, columns on an Access table can be frozen. This is helpful if the datasheet has many columns and relevant data would otherwise not appear on the screen at the same time. Freeze a column by placing the cursor in any record in the column and select Format|Freeze Columns from the menu bar. Select the same option to unfreeze a single column or select Format|Unfreeze All Columns. Hiding Columns Columns can also be hidden from view on the datasheet although they will not be deleted from the database. To hide a column, place the cursor in any record in the column or highlight multiple adjacent columns by clicking and dragging the mouse along the column headers, and select Format|Hide Columns from the menu bar. To show columns that have been hidden, select Format|Unhide Columns from the menu bar. A window displaying all of the fields in the table will be listed with check boxes beside each field name. Check the boxes beside all fields that should be visible on the data table and click the Close button.
Datasheet Records
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Adding Records Using A Form Input data into the table by filling out the fields of the form. Press the Tab key to move from field to field and create a new record by clicking Tab after the last field of the last record. A new record can also be created at any time by clicking the New Record button at the bottom of the form window, or the appropriate Add Record button, If one was created for the form. Records are automatically saved as they are entered so no additional manual saving needs to be executed. Editing Forms The follow points may be helpful when modifying forms in Design View.
Part 3: Queries Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet. The resulting collection of records, called a dynaset (short for dynamic subset), is saved as a database object and can therefore be easily used in the future. The query will be updated whenever the original tables are updated. Types of queries are select queries that extract data from tables based on specified values, find duplicate queries that display records with duplicate values for one or more of the specified fields, and find unmatched queries display records from one table that do not have corresponding values in a second table. Create a Query in Design View Follow these steps to create a new query in Design View:
Logical OR vs. Logical AND.�� If you put search criteria all on the same horizontal line, then the criteria is interpreted as joined by logical �AND�.�� If you place criteria on a line below the line of another criteria, then the two criteria are interpreted as joined by a logical �OR�. Part 4: Reports Create in Design View To create a report from scratch, select Design View from the Reports Database Window. Printing Reports Select File|Page Setup to modify the page margins, size, orientation, and column setup. After all changes have been made, print the report by selecting File|Print from the menu bar or click the Print button on the toolbar. Which view is used to enter the data in an Access table?Answer: datasheet view is used to enter data in a table.
Which view is used to display the data of the table?In relational databases, data is structured using various database objects like tables, stored procedure, views, clusters etc. This article aims to walk you through 'SQL VIEW' – one of the widely-used database objects in SQL Server.
Which views can be used to work with tables in Access?MS Access primarily provides two views for creating a table--- Datasheet view and Design View. To select any of the two views, select the table on which you want to work.
How do you insert data into a table in Access?Let us add some data into your tables by opening the Access database we have created. Select the Views → Datasheet View option in the ribbon and add some data as shown in the following screenshot. Similarly, add some data in the second table as well as shown in the following screenshot.
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