Let’s Get a Clear Idea on How to Create a Database!
By definition, a database is a systematically organized or structured repository of indexed information that allows easy retrieval, updating, analysis, and output of data. Hence, its important to know how to create a database.
A database is used to create reports, scripts, tables, text, etc., representing almost every kind of information, this is also why you need to create a database.
Most computer applications (including antivirus software, spreadsheets, word-processors) are databases at their core.
1. Get the Data to Create a Database
Although this goes without saying, getting your data sorted and filtered is the first step when you create a database.
Make sure you have a clear idea about what the database should contain, table specifications etc.
2. Create the Table for the Database
After you create a database design you’re ready to create it so open Access and choose Blank Desktop Database and click OK.
After you create a database, the database should be given a name, select a folder to store it in and click Create.
An apt name for the database is important since the database requires storage of large information.
You’ll see the Database dialog appear on the screen and you’re ready to begin to create a database.
You’ll create your table in the Design view by clicking the View .
Give a table name when prompted to do so and click Ok. In some earlier versions of Access you will need to choose Table > Create table in Design view.
Type the field name, press Tab and you’ll see Short Text appears as the default data type, press Tab and type a Description for this field and then press Tab again to move to the second field.
Continue filling in data for all the fields. When you create a database, make sure you select the correct data type from the drop down list.
3. Add Captions to Fields so it Becomes Easier for You
You can add rows and columns after you create a database.
The shortened names we’ve used for the fields will make some tasks easier to perform later on but they won’t look very attractive if they appear in reports.
While you create a database you can solve this problem at this stage by adding Captions for your fields.
To do this, click in the first field to select it and, in the General tab at the foot of the dialog locate the Caption area.
In these type in an appropriate caption which is a clearer indication of what the field is all about.
Repeat this and add Captions for the other fields depending how many you’ve created.
Captions add to the professionalism of your database and is very useful for later reference.
4. Create a Database and Set the Primary Key.
To set the Primary key for the database, click in the margin opposite the first field to select it and hold the Shift key as you select the next related field.
This is a very important step after you create a database.
Now right click and choose Primary Key from the menu.
You’ll see a key appear in the column to the left of both fields indicating the key has been set.
Now save the table by clicking the Save button on the QAT (Quick Access Toolbar). You can then click the close button to close the table design.
5. Entering your data into the database
Now that the table is created, you can enter your data .
An example of a table called CarsForSale is seen above.
To do this, switch to the Datasheet view by double clicking the table name in the All Access Objects list (in earlier versions of Access choose View, Datasheet View).
You should now enter the data for your table one item per cell.
Use the Tab, Enter or Right Arrow key to move to the next field in the row, type your dates in the format 12/31/1999 (using slashes) or pick it using the date picker.
To enter the data in the Yes/No field, press the Spacebar for Yes and leave the checkbox unchecked for No.
After you create a database, enter the data into your new table by typing it and pressing Tab or Enter to move to the next cell.
When you’ve entered the data you can close the table by clicking the Close button in its top right corner.
6. Getting your Data Sorted in Your Database
You can open the created table anytime by double clicking it in the All Access Objects panel.
Sorting the data is done using the buttons in the Sort & Filter area.
First choose the column to sort on by clicking the column heading.
After that click the Sort Ascending button and the data will be sorted in last name order. You can do this at anytime for any field in the data table.
7. Finding the Data Entered in the Database
You can also use the Find button on the toolbar to locate a person’s record in the table.
To find a particular item or person select the appropriate column and click the Find button (it shows as a pair of binoculars).
In the Find what text area, type necessary keyword and, from the Match drop down list, choose Whole field and click Find Next.
You’ll be taken to the first matching record. Click Find Next to move to the next match.
8. Getting the Data Printed
To print your data you will create an Access Report then you can set up a report so it contains all the data in the table or simply a subset of it.
To create a report listing the members grouped together, begin by choosing Create and click Report Wizard.
From the Tables/Queries dropdown list you’ll choose the required table so that the data for the report will be sourced from that table.
You’ll use all the fields in the report so click the double chevron (>>) to move all the fields from the left window to the right and click Next.
Now choose the field that the data will be grouped by.
Click Next and choose the required fields as the sort fields from the dropdown lists.
This will ensure that the members will appear in alphabetical order within the groups.
Click the Summary Options button and from the required row enable the Avg, Min and Max checkboxes, click the Detail and Summary option button and click Ok then Next.
9. Last Steps to Create a Database
From the layout options choose Outline, Landscape and enable the “Adjust the field width so all fields fit on a page” checkbox and click Next.
Give the report an apt name, choose “Preview the report” and click Finish. You can get this report printed or just view it on the screen.
The report’s design is saved so you can create a report using these settings anytime by double clicking the report in the Reports area of the panel on the left of the screen.
All professional companies require to know how to create a database for various purposes.
And knowing how to create a database will go a long way when it comes to improving your ability as an employee.
To create a database, Access has much more aspects to it considering it is a very complex program.
Needless to say, the above mentioned steps should suffice when it comes to you wanting to create a database.
You can find me cooking up new ideas to keep myself occupied since I hate staying idle.
I also hope that one day I write something worth plagiarizing 🙂