Access 2016: Create a Table in Design View

Dummies helps everyone be more knowledgeable and confident in applying what they know. In this section we will step through the process of creating a table. From the web page for these notes download and open the MyUniversity Database.

Step 3- Enter Fields

If some value for a field is very common then you should consider setting a default value. For example, if most courses are 3-credit hour courses then the value 3 can be set as the default for all new courses. This data type restricts possible values to yes or no. If you choose AutoNumber MS Access will generate a value for you when a row is inserted into the table.

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Before going any further, try pressing F1 in other locations too, such as Data Type and Description. We recommend that you read some of the information available to become more familiar with MS Access. Otherwise, you can get a View option on a left side (from a Design tab).

How to Create a Table in Design View in Access?

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Moreover, you can change each & every field’s properties. To create a column in the Design View, click an empty cell under Field Name and type the desired name. So now that we've established that Design View and Datasheet View are just two ways of looking at the same table, let's go ahead and create a table in Design View.

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We have just set a default value for the DateCreated field. This means that, whenever a new record is entered, this field will automatically be populated with the current date and time. We have also specified a format for all dates that are stored in this field. Design view enables you to design and set up your database (kind of a "behind the scenes" view of your database).

Validation rules and validation text are important features to assist database users. If a field will contain monetary values then the Currency data type should be chosen. This data type provides for numeric calculations that are accurate to 15 digits to the left of the decimal and 4 digits to the right of the decimal. You should still be in Design View for the Department table. Note that you can press the F1 function key to get help pertinent to the location of the mouse cursor. If your cursor is positioned on a Field Name and you press F1 you will see a window pop open that displays suggestions from MS Access regarding how you should name fields.

The first time you do this, you will be prompted to provide a name for your table. Laurie Ulrich Fuller is a professional technology author and trainer. She's created training materials that cover Microsoft Office and Adobe Creative Suite.

Though by following the simple steps mentioned below in this post, you can add a new table in design view in a hassle-free manner. If you specify that a field has the Text data type then Access will permit any characters to be placed in that field in a row of the table. This is a common choice when the data will not be used in calculations.

Set the Field Properties for an Existing Table

Then, click the field updates from a bottom sheet with properties for a specific field. First of all, you have to click on Table Design option (from a Create tab).

After that, choose a view that you wish from a drop-down list. Input masks are type of expression that allows you to specify exactly how data should be entered into a field. For example you could set it up so that users can only enter dates in a certain format, phone numbers in a certain format, etc. If MS Access rejects your primary key then you must examine the values you previously entered for deptCode – there must be some duplicated value.

You may have noticed the little key icon next to the CustomerId field. A primary key is a unique identifier field for the table. No two records can contain the same value in their primary key field. This becomes crucial when establishing relationships between tables. You can use Design View to create a tables, set up data types for each field, specify default values, specify how data should be entered and displayed, and more.

Modify the caption for these fields to be First Name and Last Name respectively. You will see these captions at the top of their respective columns. Consider the deptName field of the Department table. If a user enters data for a new department then it is unreasonable for the deptName field to not have a value. To ensure there will be a value we make the field required – i.e. we choose Yes for the Required property.