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Access 2016 Tutorials

Access 2016 Tutorials

Access 2016 Tutorials - Create a Table

 
 
 Creating a New Database Access 2016 Main Menu Keys  

Table Views

There are two ways to view a table in Access to add data to the table:  Design View and Datasheet View

In Design View you can view all the fields with the data types and descriptions.  The records of information that has been added to the database is not viewable. 

To go to Design View:

  • Click the Create tab
  • Click Table Design

 Table Design

In Datasheet View you can display the records in a table, where one row is one record.  The column headers are the fields you have defined for the database.

To go to Datasheet View:

  • Click the Create tab
  • Click Table

Table 

Adding New Fields

There are many ways to enter new fields into a database.  New fields can be added in the Datasheet View or in the Design View.

To add a New Field within the Datasheet View:

There are two ways to add a new field in Datasheet View:  Click to Add or choose the type of field you wish to add from the Add & Delete menu

 Add & Delete fields

To add a New Field in Design View:

  • Click the Design View button
  • Click on the next available field
  • Type in the Name of the field

Design View 

 

 

Data Types

There are many types a data that a field can be predefined to hold.  When you create a new field in a database you should closely match the data type to what will be entered into the field.

Text

Text, number, or a combination up to 255 characters

Memo

Similar to the text field, can contain text, numbers, or a combination up to 2 GB of data.

Number

Numbers up to 16 bytes of data

Date/Time

Date and Time information

Currency

Currency up to 8 bytes and precise to 4 decimal places

AutoNumber

Access creates a unique number for each new record.  This is often the primary key for the table

Yes/No

Yes and No, stored as -1 for yes and 0 for no

OLE Object

Images, documents, graphs up to 2 GB

Hyperlink

Web addresses

Attachment

Attachments such as images, spreadsheets, documents, and charts.

 

Editing Data Types in Fields

When creating tables, you should define the data types of the tables to most closely match the type of data that will be entered in the field.

To edit the Data Type in Datasheet View:

  • Click the dropdown menu on the field you wish to define from “Click to Add”
  • Choose the type of data that will be entered into the field OR
  • Make your choice from the “Add & Delete” section

 Click to add

To edit the format of the data:

  • Click the field you wish to define
  • Click the Fields tab on the Ribbon
  • Click the drop down menu next to Format

 Format

To edit the Data Type in the Design View:

  • Click the Design View table
  • Click the field name you wish to define or create a new field
  • Click the Data Type
  • Choose the appropriate Data Type
  • Format the field in the Field Properties Dialog box
 Creating a New Database Access 2016 Main Menu Keys