Create A New Database In Access 2010 - Maxwell.syr.edu

Create a New Database in Access 2010Table of ContentsOVERVIEW . 1CREATING A DATABASE . 1ADDING TO A DATABASE . 2CREATE A DATABASE BY USING A TEMPLATE . 2CREATE A DATABASE WITHOUT USING A TEMPLATE . 3CREATE A BLANK DATABASE. 3ADD A TABLE . 3Create a table, starting in Datasheet view . 3Create a table, starting in Design view. 4Set field properties in Design view . 4COPY DATA FROM ANOTHER SOURCE INTO AN ACCESS TABLE . 5IMPORT, APPEND, OR LINK TO DATA FROM ANOTHER SOURCE . 6OPEN AN EXISTING ACCESS DATABASE . 7This article covers the basic process of starting Access 2010 and creating a database that will be used ondesktop machines, not over the Web. It explains how to create a desktop database by using a template, andhow to build a database from scratch by creating your own tables, forms, reports, and other database objects.It also explains some techniques that you can use to get existing data into your new database.OverviewWhen you first start Access, or if you close a database withoutclosing Access, Microsoft Office Backstage view is displayed.Backstage view is a starting point from which you can create anew database, open an existing database, view featuredcontent from Office.com — anything you can use Access todo to a database file or outside of a database, as opposed towithin a database.Creating a databaseWhen you open Access, Backstage view displays the New tab. The New tab provides several ways that youcan create a new database: A blank database: You can start from scratch if you want. This is a good option if you have very specificdesign requirements or have existing data that you need to accommodate or incorporate. A template that is installed with Access: Consider using a template if you are starting a new project andwould like a head start. Access comes with several templates installed by default.Handout: Access 2010 Create a DatabaseTopics came directly from Microsoft Access 2010 Help.ICT Training, Maxwell School of Syracuse UniversityPage 1

A template from Office.com: In addition to the templates that come with Access, you can find manymore templates on Office.com. You don't even have to open a browser, the templates are available fromthe New tab.Adding to a databaseOnce you are working in a database, you can add fields, tables or application parts.Application parts are a new feature that let you use several related database objects together as if they wereone. For example, an application part might consist of a table and a form that is based on the table. You canadd the table and the form at the same time by using the application part.You can also create queries, forms, reports, macros - all the database objects that you are used to workingwith.Create a database by using a templateAccess comes with a variety of templates that you can use as-is or as a starting point. A template is a ready-touse database that contains all the tables, queries, forms, and reports needed to perform a specific task. Forexample, there are templates that you can use to track issues, manage contacts, or keep a record of expenses.Some templates contain a few sample records to help demonstrate their use.If one of these templates fits your needs, using it is usually the fastest way to get a database started. However,if you have data in another program that you want to import into Access, you might decide it is better to createa database without using a template. Templates have a data structure already defined, and it might require a lotof work to adapt your existing data to the template's structure.1) If you have a database open, on the File tab, click Close Database.a) Backstage view displays the New tab.2) Several sets of templates are available in the New tab, some of which are built into Access. You candownload additional templates from Office.com.3) Select the template that you want to use.a) The template icon appears in the pane on the right, just above the File Name box.4) Access suggests a file name for your database in the File Name box — you can change the file name, ifyou want.a) To save the database in a different folder from the one displayed below the file name box, click,browse to the folder in which you want to save it, and then click OK.5) Click Create.a) Access creates a database from the template that you chose, and then opens the database.b) For many templates, a form is displayed in which you can begin entering data. If your templatecontains sample data, you can delete each record by clicking the record selector (the shaded box or barjust to the left of the record), and then doing the following:6) On the Home tab, in the Records group, click Delete.7) To begin entering data, click in the first empty cell on the form and begin typing.a) Use the Navigation Pane to browse for other forms or reports that you might want to use.Handout: Access 2010 Create a DatabaseTopics came directly from Microsoft Access 2010 Help.ICT Training, Maxwell School of Syracuse UniversityPage 2

Create a database without using a templateIf you are not interested in using a template, you can create a database by building your own tables, forms,reports, and other database objects. In most cases, this involves one or both of the following: Entering, pasting, or importing data into the table that is created when you create a new database, and thenrepeating the process with new tables that you create by using the Table command on the Create tab. Importing data from other sources and creating new tables in the process.Create a blank database1) On the File tab, click New, and then click Blank Database.2) In the right pane, under Blank Database, type a file name in the File Name box.a) To change the location of the file from the default, click Browse for a location to put your database(next to the File Name box), browse to the new location, and then click OK.3) Click Create.a) Access creates the database with an empty table named Table1, and then opens Table1 in Datasheetview.b) The cursor is placed in the first empty cell in the Click to Add column.4) Begin typing to add data, or you can paste data from another source.Entering data in Datasheet view is designed to be very similar to working in an Excel worksheet. The tablestructure is created while you enter data. When you add a new column to the datasheet, a new field is definedin the table. Access automatically sets each field's data type, based on the data that you enter.If you do not want to enter data in Table1 at this time, click Close. If you made any changes to the table,Access prompts you to save the changes. Click Yes to save your changes, click No to discard them, or clickCancel to leave the table open.Important: If you close Table1 without saving it at least once, Access deletes the entire table, even if youhave entered data in it.Add a tableYou can add new tables to an existing database byusing the commands in the Tables group on theCreate tab.Create a table, starting in Datasheet viewIn Datasheet view, you can enter data immediately and let Access build the table structure behind the scenes.Field names are assigned numerically (Field1, Field2, and so on), and Access automatically sets each field'sdata type, based on the data you enter.1) On the Create tab, in the Tables group, click Table.a) Access creates the table and selects the first empty cell in the Click to Add column.2) On the Fields tab, in the Add & Delete group, click the type of field that you want to add.a) If you don't see the type that you want, click More Fields . Access displays a list of commonly used field types. Click the field type that you want, and Accessadds the new field to the datasheet at the insertion point.Handout: Access 2010 Create a DatabaseTopics came directly from Microsoft Access 2010 Help.ICT Training, Maxwell School of Syracuse UniversityPage 3

b) You can move the field by dragging it. When you drag a field in a datasheet, a vertical insertion barappears where the field will be placed.3) To add data, begin typing in the first empty cell, or paste data from another source.4) To rename a column (field), double-click the column heading, and then type the new name.a) You should give a meaningful name to each field, so that you can tell what it contains when you see itin the Field List pane.5) To move a column, click its heading to select the column, and then drag the column to the location thatyou want.a) You can also select multiple contiguous columns and then drag them to a new location all at once.b) To select multiple contiguous columns, click the column header of the first column, and then, whileholding down SHIFT, click the column header of the last column.Create a table, starting in Design viewIn Design view, you first create the table structure. You then switch to Datasheet view to enter data, or enterdata by using some other method, such as pasting, or importing.1) On the Create tab, in the Tables group, click Table Design.2) For each field in your table, type a name in the Field Name column, and then select a data type from theData Type list.a) If you want, you can type a description for each field in the Description column. The description is then displayed on the status bar when the cursor is located in that field inDatasheet view. The description is also used as the status bar text for any controls in a form orreport that you create by dragging the field from the Field List pane, and for any controls that arecreated for that field when you use the Form Wizard or Report Wizard.3) After you have added all of your fields, save the table:a) On the File tab, click Save.4) You can begin typing data in the table at any time by switching to Datasheet view and clicking in the firstempty cell. You can also paste data from another source.Set field properties in Design viewRegardless of how you created your table, it is a good idea to examine and set field properties. While someproperties are available in Datasheet view, some properties can only be set in Design view. To switch toDesign view, right-click the table in the Navigation Pane and then click Design View. To see a field'sproperties, click the field in the design grid. The properties are displayed below the design grid, under FieldProperties.To see a description of each field property, click the property and read the description in the box next to theproperty list under Field Properties. You can get more detailed information by clicking the Help button.Handout: Access 2010 Create a DatabaseTopics came directly from Microsoft Access 2010 Help.ICT Training, Maxwell School of Syracuse UniversityPage 4