Creating a New Database
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- Alaina Chandler
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1 A. Starting Microsoft Access From the Desktop, click the Start button to display its menu items. 2. Click to select Microsoft Access from the Programs menu. B. 1. In the Microsoft Access dialog box, click to select the Blank Access database option. 1. Click the Blank Access database option. 2. Click the OK button. 2. Click the OK button. 3. In the File New Database dialog box, move to the desired directory (e.g., A:). 3. Move to the desired directory (e.g., A:). 4. Replace db1 with ITClass. 5. Click the Create button. 4. In the File name text box, replace db1 with ITClass. 5. Click the Create button. Designed by T. S. Wong 1
2 C. Creating a New Table 1. Click to select the Tables object if necessary. 1. Click to select Tables if necessary. 2. Double-click Create table in Design view. 2. Double-click the Create table in Design view option. 3. In the Table1: Table dialog box, enter StudentID in the first Field Name text box, and then press the Tab key to move to the Data Type text box. 3. Enter StudentID here. 4. Leave Text unchanged for Data Type. 5. Change the Field Size to Leave Text unchanged for Data Type. 5. Change the Field Size from 50 to 8. Designed by T. S. Wong 2
3 6. Similarly, create two more fields with the structure below: Field Name Data Type Field Size Name Text 20 Class Text 2 6. Create two more fields: Name and Class. 7. Enter ClassNo as the fourth field. 7. Enter ClassNo here. 8. Click the Down arrow to display the drop-down list. 9. Select Number for Data Type. 8. In the Data Type text box, click the Down arrow to display the drop-down list. 9. Click to select Number for Data Type. Designed by T. S. Wong 3
4 10. Change the Field Size from Long Integer to Integer. 10. Select Integer from the drop-down list. 11. Create five more fields with the structure below: Field Name Data Type Field Size Birthday Date/Time - Address Text 30 Hobby Text 50 SAMember Yes/No - Remarks Memo Create the Birthday, Address, Hobby, SAMember, and Remarks fields as before. Designed by T. S. Wong 4
5 D. Setting the Primary Key Field 1. Click on the box to the left of the StudentID field to select the entire row. 1. Click here to select the row. 2. Click the Primary Key button on the Toolbar to set the StudentID field as the primary key. 2. Click the Primary Key button on the Toolbar. E. Saving the Table 1. Click the Save button on the Toolbar to save the Table. 1. Click the Save button on the Toolbar. 2. In the Save As dialog box, replace Table1 with Students. 3. Click the OK button. 3. Click the OK button. 2. Replace Table1 with Students. Designed by T. S. Wong 5
6 F. Closing the Table in Design View 1. Click the Close box of the Students: Table window to close the Students Table in Design View. Click the Close box to close the Students: Table window in Design View. G. Entering Data in Datasheet View 1. Click to select the Tables object if necessary. 1. Select the Tables object if necessary. 2. Double-click the Students table to open it in Datasheet View. 2. Double-click the Students table to open it in Datasheet View. Designed by T. S. Wong 6
7 3. Click the Maximize box to expand the Students: Table window. 3. Click the Maximize box to expand the Students: Table window in Datasheet View. 4. Enter the following data in the Students table in Datasheet View. StudentID Name Class ClassNo Birthday Address Hobby SAMember Remarks Andrew 4A /04/23 Homantin Basketball, Eating No Ann 4A /07/11 Mongkok Reading, Sleeping Yes Anthony 4B /01/19 Homantin Running, Hiking, Yes Monitor Swimming Betty 4B /12/13 Homantin Music, Singing, Yes Reading Carol 4A /10/08 Mongkok Reading Yes Monitor Catherine 4B /03/14 Mongkok Roller skating, No Skipping Jack 4A /08/22 Tuen Mun Singing, Running Yes Prefect Jacob 4B /04/23 Homantin Eating, Reading Yes Jane 4A /10/29 Tsuen Wan Skipping, Eating Yes Joseph 4B /03/23 Shatin Cycling, Running, Swimming, Reading Yes Prefect The dates should be entered in the order of Year/Month/Day (e.g., 1986/04/23). Click to put a check mark in the box to indicate the option Yes. Click again to remove the check mark. An empty box indicates No for the option. Designed by T. S. Wong 7
8 H. Exiting Microsoft Access Click the Close box of the Students: Table window to close the Students Table in Datasheet View. 1. Click the Close box to close the Students table. 2. Choose Exit from the File menu to excess Microsoft Access Choose Exit from the File menu. Data Types Supported by Microsoft Access 2000 Type Text Memo Number Date/Time Currency AutoNumber Yes/No OLE Object Size 255 characters 64,000 bytes Byte = 0 to 255 (1 Byte) Integer = -32,768-32,767 (2 bytes) Long Integer = -2,147,483,648 to 2,147,483,647 (4 bytes) Single = -3.4 x 1038 to 3.4 x 1038 (4 bytes) Double = x to x (8 bytes) ReplicationID = 16 bytes 8 bytes 8 bytes 4 bytes 1 bit 1 GB (maximum) Designed by T. S. Wong 8
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