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Microsoft Access MS Access Basics Tips and Trick-7

Adding Data An Access database is not a file in the same sense as a Microsoft Office Word document or a Microsoft Office PowerPoint are. Instead, an Access database is a collection of objects like tables, forms, reports, queries etc. that must work together for a database to function properly. We have now created two tables with all of the fields and field properties necessary in our database. To view, change, insert, or delete data in a table within Access, you can use the table’s Datasheet View. A datasheet is a simple way to look at your data in rows and columns without any special formatting. Whenever you create a new web table, Access automatically creates two views that you can start using immediately for data entry. A table open in Datasheet View resembles an Excel worksheet, and you can type or paste data into one or more fields. You do not need to explicitly save your data. Access commits your changes to the table when you move the cursor to a new field in the same row, or whe...
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Microsoft Access MS Access Basics Tips and Trick-5

Data Types

    Every field in a table has properties and these properties define the field's characteristics and behavior. The most important property for a field is its data type. A field's data type determines what kind of data it can store. MS Access supports different types of data, each with a specific purpose.

    • The data type determines the kind of the values that users can store in any given field.
    • Each field can store data consisting of only a single data type.

    Here are some of the most common data types you will find used in a typical Microsoft Access database.

    Type of DataDescriptionSize Short Text Text or combinations of text and numbers, including numbers that do not require calculating (e.g. phone numbers). Up to 255 characters. Long Text Lengthy text or combinations of text and numbers. Up to 63, 999 characters. Number Numeric data used in mathematical calculations. 1, 2, 4, or 8 bytes (16 bytes if set to Replication ID). Date/Time Date and time values for the years 100 through 9999. 8 bytes Currency Currency values and numeric data used in mathematical calculations involving data with one to four decimal places. 8 bytes AutoNumber A unique sequential (incremented by 1) number or random number assigned by Microsoft Access whenever a new record is added to a table. 4 bytes (16 bytes if set to Replication ID). Yes/No Yes and No values and fields that contain only one of two values (Yes/No, True/False, or On/Off). 1 bit.

    • If you use previous versions of Access, you will notice a difference for two of those data types.

    • In Access 2013, we now have two data types — short text and long text. In previous versions of Access these data types were called text and memo.

    • The text field is referred to as short text and your memo field is now called long text.

    Here are some of the other more specialized data types, you can choose from in Access.

    Data TypesDescriptionSize

    Attachment

    Files, such as digital photos. Multiple files can be attached per record. This data type is not available in earlier versions of Access.

    Up to about 2 GB.

    OLE objects

    OLE objects can store pictures, audio, video, or other BLOBs (Binary Large Objects)

    Up to about 2 GB.

    Hyperlink

    Text or combinations of text and numbers stored as text and used as a hyperlink address.

    Up to 8,192 (each part of a Hyperlink data type can contain up to 2048 characters).

    Lookup Wizard

    The Lookup Wizard entry in the Data Type column in the Design view is not actually a data type. When you choose this entry, a wizard starts to help you define either a simple or complex lookup field.

    A simple lookup field uses the contents of another table or a value list to validate the contents of a single value per row. A complex lookup field allows you to store multiple values of the same data type in each row.

    Dependent on the data type of the lookup field.

    Calculated

    You can create an expression that uses data from one or more fields. You can designate different result data types from the expression.

    You can create an expression that uses data from one or more fields. You can designate different result data types from the expression.

    These are all the different data types that you can choose from when creating fields in a Microsoft Access table.

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