The Description Of The Structure And The Properties Of The Data Fits Into Which Category?

This article covers the bones process of starting Admission and creating a database that will be used on desktop machines, non over the Web. It explains how to create a desktop database by using a template, and how to build a database from scratch by creating your own tables, forms, reports, and other database objects. It also explains some techniques that you lot tin use to get existing data into your new database.

In this commodity

Overview
Create a database past using a template
Create a database without using a template
Copy data from another source into an Admission table
Import, append, or link to data from another source
Add an application role
Open up an existing Admission database

Overview

When you first start Access, or if y'all close a database without closing Access, Microsoft Office Backstage view is displayed.

Backstage view is a starting betoken from which you tin can create a new database, open up an existing database, view featured content from Office.com — anything yous can use Access to practise to a database file or exterior of a database, as opposed to within a database.

Creating a database

When yous open Access, Backstage view displays the New tab. The New tab provides several ways that yous can create a new database:

A blank database Yous can start from scratch if you desire. This is a skillful selection if you have very specific blueprint requirements or have existing information 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 and would similar a caput start. Access comes with several templates installed by default.
A template from Office.com In improver to the templates that come up with Admission, you lot tin find many more templates on Function.com. You don't even have to open a browser, the templates are available from the New tab.

Calculation to a database

In one case you are working in a database, you can add fields, tables or awarding parts.

Application parts are a feature that allow yous employ several related database objects together as if they were one. For example, an application part might consist of a table and a form that is based on the tabular array. You can add together the table and the form at the aforementioned fourth dimension by using the application function.

You can likewise create queries, forms, reports, macros - all the database objects that you are used to working with.

Create a database by using a template

Access comes with a variety of templates that you can use equally-is or equally a starting point. A template is a ready-to-use database that contains all the tables, queries, forms, macros, and reports needed to perform a specific task. For example, there are templates that you can use to rail issues, manage contacts, or keep a tape of expenses. Some templates comprise a few sample records to aid demonstrate their use.

If one of these templates fits your needs, using it is usually the fastest way to become a database started. However, if y'all take data in another program that yous want to import into Access, you might decide information technology is amend to create a database without using a template. Templates have a data structure already defined, and it might require a lot of work to accommodate your existing information to the template'south construction.

If you accept a database open up, on the File tab, click Close. Backstage view displays the New tab.
Several sets of templates are available in the New tab, some of which are built into Admission. You can download additional templates from Office.com. Run into the next section in this article for details.
Select the template that yous want to apply.
Access suggests a file name for your database in the File Proper name box — you can change the file name, if you want. To relieve the database in a different binder from the ane displayed below the file name box, click , browse to the folder in which y'all desire to salve information technology, and so click OK. Optionally, you can create and link your database to a SharePoint site.
Click Create.

Access creates a database from the template that y'all chose, and so opens the database. For many templates, a form is displayed in which you can begin entering data. If your template contains sample information, you can delete each record by clicking the record selector (the shaded box or bar but to the left of the record), and then doing the post-obit:

On the Habitation tab, in the Records group, click Delete.
To begin entering data, click in the first empty cell on the form and begin typing. Use the Navigation Pane to browse for other forms or reports that you might want to employ. Some templates include a navigation form which allows you to move between the different database objects.

For more than information about working with templates, see the article Utilise a template to create an Access desktop database.

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Create a database without using a template

If you are non interested in using a template, you can create a database by edifice your own tables, forms, reports, and other database objects. In most cases, this involves one or both of the post-obit:

Entering, pasting, or importing data into the table that is created when you create a new database, and then repeating the process with new tables that y'all create by using the Table command on the Create tab.
Importing information from other sources and creating new tables in the procedure.

Create a blank database

On the File tab, click New, and so click Blank Database.
Type a file name in the File Proper name box. 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.
Click Create.

Access creates the database with an empty table named Table1, and then opens Table1 in Datasheet view. The cursor is placed in the first empty cell in the Click to Add cavalcade.
Brainstorm typing to add data, or you can paste information from some other source, as described in the section Re-create information from another source into an Access table.

Entering data in Datasheet view is designed to be very similar to working in an Excel worksheet. The table structure is created while y'all enter information. When you add a new column to the datasheet, a new field is defined in the table. Admission automatically sets each field's data type, based on the data that you lot enter.

If y'all practise not want to enter data in Table1 at this time, click Close Button image . If you fabricated whatsoever changes to the table, Access prompts you to salve the changes. Click Yes to save your changes, click No to discard them, or click Abolish to go out the tabular array open up.

Tip: Access looks for a file named Bare.accdb in the folder located at [install drive]:\Program Files\Microsoft Part\Templates\1033\Admission\. If information technology exists, Blank.accdb is the template for all new blank databases. Whatever content it contains is inherited past all new bare databases. This is a good way to distribute default content, such as part numbers or company disclaimers and policies.

Of import:If you close Table1 without saving it at to the lowest degree once, Access deletes the unabridged tabular array, even if yous take entered data in it.

Add together a table

Yous tin can add new tables to an existing database by using the commands in the Tables grouping on the Create tab.

Access Ribbon Image

Create a table, starting in Datasheet view In Datasheet view, you tin can enter information immediately and let Admission build the table structure behind the scenes. Field names are assigned numerically (Field1, Field2, and and then on), and Access automatically sets each field's data type, based on the information you enter.

On the Create tab, in the Tables group, click Tabular array.

Admission creates the tabular array and selects the starting time empty cell in the Click to Add column.
On the Fields tab, in the Add & Delete group, click the type of field that you want to add together. If you don't see the type that you desire, click More Fields .
Access displays a list of usually used field types. Click the field type that you want, and Access adds the new field to the datasheet at the insertion signal.

You can motility the field past dragging it. When you elevate a field in a datasheet, a vertical insertion bar appears where the field will exist placed.
To add together data, begin typing in the first empty prison cell, or paste data from another source, as described in the department Re-create data from another source into an Access tabular array.
To rename a cavalcade (field), double-click the column heading, so type the new proper noun.

You lot should give a meaningful name to each field, so that you lot can tell what it contains when yous see it in the Field List pane.
To motion a cavalcade, click its heading to select the column, and then drag the column to the location that you lot want. You tin as well select multiple contiguous columns and and then drag them to a new location all at in one case. To select multiple face-to-face columns, click the cavalcade header of the beginning cavalcade, and then, while property down SHIFT, click the column header of the concluding column.

Create a table, starting in Blueprint view In Pattern view, you first create the table structure. You then switch to Datasheet view to enter information, or enter data by using some other method, such every bit pasting, or importing.

On the Create tab, in the Tables group, click Table Pattern.
For each field in your table, type a name in the Field Name column, and and then select a data type from the Data Type listing.
If you want, you can blazon a description for each field in the Clarification column. The description is and then displayed on the status bar when the cursor is located in that field in Datasheet view. The clarification is also used as the status bar text for any controls in a class or report that y'all create past dragging the field from the Field List pane, and for whatsoever controls that are created for that field when you use the Course Wizard or Study Magician.
Afterward yous take added all of your fields, salvage the table:
- On the File tab, click Save.
You tin begin typing information in the table at whatever time by switching to Datasheet view and clicking in the first empty cell. You tin can as well paste data from some other source, every bit described in the section Copy information from some other source into an Access tabular array.

Fix field backdrop in Design view Regardless of how yous created your table, it is a good idea to examine and set field properties. While some backdrop are available in Datasheet view, some properties tin can only be set in Design view. To switch to Design view, correct-click the table in the Navigation Pane and then click Pattern View. To run across a field'south properties, click the field in the design grid. The properties are displayed beneath the design grid, under Field Backdrop.

To see a description of each field property, click the property and read the description in the box next to the property listing under Field Properties. Y'all tin can get more detailed information by clicking the Help push button.

The following table describes some of the field properties that are commonly adjusted.

Property	Description
Field Size	For Text fields, this holding sets the maximum number of characters that tin be stored in the field. The maximum is 255. For Number fields, this belongings sets the blazon of number that will be stored (Long Integer, Double, and and so on). For the near efficient information storage, it is recommended that you classify the to the lowest degree amount of space that you call up you will need for the information. You can conform the value up afterwards, if your needs change.
Format	This property sets how the data is displayed. It does non touch on the bodily data equally it is stored in the field. You can select a predefined format or enter a custom format.
Input Mask	Employ this property to specify a blueprint for all data that will be entered in this field. This helps ensure that all data is entered correctly, and that it contains the required number of characters. For help near edifice an input mask, click at the right side of the holding box.
Default Value	Apply this belongings to specify the default value that volition appear in this field each time that a new record is added. For example, if you accept a Date/Time field in which you always want to record the date that the tape was added, you can enter "Date()" (without the quotation marks) equally the default value.
Required	This property sets whether a value is required in this field. If you prepare this holding to Yes, Admission does not let you to add a new tape unless a value is entered for this field.

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Copy data from some other source into an Access table

If your data is currently stored in another plan, such as Excel, you can re-create and paste it into an Admission table. In general, this works best if your information is already separated into columns, as they are in an Excel worksheet. If your information is in a word processing plan, it is best to dissever the columns of information by using tabs, or to convert the data into a table in the word processing programme before yous copy the data. If your data needs any editing or manipulation (for example, separating total names into first and last names), you might want to exercise this before you re-create the information, specially if you are not familiar with Access.

When y'all paste data into an empty table, Access sets the data type of each field according to what kind of data information technology finds there. For case, if a pasted field contains nothing but date values, Access applies the Date/Time data type to that field. If the pasted field contains only the words "yep" and "no", Access applies the Yes/No data blazon to the field.

Access names the fields depending on what it finds in the first row of pasted data. If the kickoff row of pasted data is similar in type to the rows that follow, Admission determines that the first row is part of the data and assigns the fields generic names (F1, F2, etc.). If the first row of pasted data is not similar to the rows that follow, Admission determines that the first row consists of field names. Admission names the fields accordingly and does not include the start row in the information.

If Access assigns generic field names, you should rename the fields as soon as possible to avoid confusion. Use the following procedure:

Press CTRL+South to save the table.
In Datasheet view, double-click each column heading, so type a descriptive field name for each column.
Save the table again.

Note:You can likewise rename the fields by switching to Design view and editing the field names in that location. To switch to Design view, correct-click the tabular array in the Navigation Pane and click Pattern View. To switch back to Datasheet view, double-click the tabular array in the Navigation Pane.

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Import, append, or link to data from another source

You might take data that is stored in another plan, and y'all desire to import that data into a new table or append it to an existing table in Access. Or you might piece of work with people who go on their data in other programs, and you desire to work with it in Access by linking to it. Either way, Access makes it easy to work with data from other sources. You can import data from an Excel worksheet, from a tabular array in another Access database, from a SharePoint list, or from a variety of other sources. The procedure you utilise differs slightly, depending on your source, simply the following procedure will go you started.

In Access, on the External Information tab, in the Import & Link grouping, click the command for the blazon of file that you are importing.

For case, if you are importing data from an Excel worksheet, click Excel. If you don't encounter the program blazon that you need, click More than.

Note:If y'all can't observe the correct format type in the Import & Link grouping, you might have to kickoff the program in which you originally created the data and then employ that program to save the data in a mutual file format (such as a delimited text file) earlier you tin import that data into Access.
In the Get External Data dialog box, click Browse to find the source data file, or type the full path of the source data file in the File name box.
Click the option that you lot want (all programs let y'all import, and some let you append or link) under Specify how and where you want to shop the data in the electric current database. You can create a new table that uses the imported data or (with some programs) yous can suspend the information to an existing table or create a linked table that maintains a link to the information in the source program.
If a wizard starts, follow the instructions on the adjacent few pages of the wizard. On the last page of the magician, click Cease.

If you import objects or link tables from an Access database, either the Import Objects or Link Tables dialog box appears. Choose the items that you desire and and so click OK.

The exact process depends on whether you choose to import, append, or link information.
Access prompts you about whether y'all want to salvage the details of the import operation that you lot just completed. If you recall that you will exist performing this same import performance again in the future, click Salve import steps, and so enter the details. Y'all tin can then easily repeat the operation in the time to come past clicking Saved Imports in the Import & Link grouping on the External Data tab. If you don't want to save the details of the functioning, click Close.

If you chose to import a table, Access imports the data into a new tabular array and then displays the table under the Tables grouping in the Navigation Pane. If you chose to append data to an existing table, the data is added to that table. If you chose to link to data, Admission creates a linked table under the Tables group in the Navigation Pane.

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Add an awarding office

You tin can use an application role to add functionality to an existing database. An application part can be as unproblematic every bit a single table, or it can contain several related objects, such every bit a tabular array and a spring form.

For instance, the Comments application office consists of a table with an AutoNumber ID field, a date field, and a memo field. You can add together it to any database and apply information technology as-is, or with minimal customizing.

Open the database to which you desire to add together an application function.
Click the Create tab.
In the Templates group, click Application Parts. A list of available parts opens.
Click the application part that you desire to add.

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Open up an existing Access database

On the File tab, click Open.
In the Open up dialog box, browse to the database that you want to open.
Do one of the following:
- Double-click the database to open it in the default fashion specified in the Access Options dialog box or the mode that was set by an administrative policy.
- Click Open to open up the database for shared admission in a multiuser environment and so that you lot and other users tin read and write to the database.
- Click the pointer adjacent to the Open button and so click Open Read-Only to open the database for read-only access so that yous can view just not edit it. Other users can however read and write to the database.
- Click the arrow next to the Open up button and so click Open Exclusive to open up the database past using exclusive access. When you have a database open with exclusive access, anyone else who tries to open up the database receives a "file already in use" bulletin.
- Click the pointer next to the Open push button and then click Open Exclusive Read-But to open the database for read-only admission. Other users can even so open the database, merely they are express to read-only way.

Note:You lot can directly open up a data file in an external file format, such as dBASE, Microsoft Substitution, or Excel. You tin also directly open any ODBC data source, such as Microsoft SQL Server. Access automatically creates a new Access database in the same binder every bit the data file, and adds links to each tabular array in the external database.

Tips

To open up one of the most recently opened databases, on the File tab, click Recent, and and then click the file name for that database. Admission opens the database by using the aforementioned option settings that it had the terminal fourth dimension that yous opened it. If the list of recently used files is not displayed, on the File tab, click Options. In the Admission Options dialog box, click Client Settings. Under Display, enter the number of documents to display in the Recent Documents list, up to a maximum of 50.

You can too show recent databases in the navigation bar of Backstage view, for two-click access: i) the File tab, 2) the contempo database that you lot want to open. Near the bottom of the Contempo tab, select the Quickly access this number of Contempo Databases cheque box, and and then adjust the number of databases to show.
If you are opening a database past clicking the Open control on the File tab, you tin can view a list of shortcuts to databases that you have previously opened past clicking My Recent Documents in the Open up dialog box.