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Analyzing your table for redundant structure

From: Access 2010 Power Shortcuts

Video: Analyzing your table for redundant structure

If you're new to Databases and are just beginning to understand how to construct a Relational Database, you may have created a table that has what's called redundancy, in other words, you may be unnecessarily having to type in the same data repeatedly, instead of creating relationships between separate tables. Let me show you what I mean. Open up this Order table. In it I see multiple orders from the same customer and I've had to type in their address repeatedly, this even opens me up to typos. If I scroll over to the right hand side, I can see my Orders and the Product IDs, but then I've written in the Product name and the Size many times.

Analyzing your table for redundant structure

If you're new to Databases and are just beginning to understand how to construct a Relational Database, you may have created a table that has what's called redundancy, in other words, you may be unnecessarily having to type in the same data repeatedly, instead of creating relationships between separate tables. Let me show you what I mean. Open up this Order table. In it I see multiple orders from the same customer and I've had to type in their address repeatedly, this even opens me up to typos. If I scroll over to the right hand side, I can see my Orders and the Product IDs, but then I've written in the Product name and the Size many times.

If you watch our Access 2010 Essential Training course, we go to detail into how to properly design your Database to prevent this, but at the moment, here I am with redundancy, and I want to fix it. This process is called Normalization. To normalize my database, go to the Database tools ribbon and then click on Analyze Table. This wizard will allow me to split my table into three separate tables, one, containing a list of all my customers a second, table listing all the orders they placed and a third table with product information.

The first two screens give me information about the process. This window allows me to pick my table, I only have one, so I'll click Next. Now, I have the option of either letting Access put my tables for me or I decide manually. We're going to let the wizard decide, and I'll click Next. Now here is Access's best guess that how my tables should look. I'll move Table3 over here to the right, and I'll extend them all down, so that I can see all the fields. This first table is based on my Order, so I'll double-click where it says Table1 in the header and type in the name Orders.

Note that your table names do have to be different from any existing table names, I'll click OK. The second table has information about each of my customers, so I'll double-click where it says Table2 and type in Customers. This third table contains information about my products, so I'll double-click where it says Table3 and change the name to Products and click OK. Next, we'll look at the fields and make sure they wound up in the right places.

This ID is for each order, so that's perfect. Address though, belongs to the customer, so I'll move that over to this table and drop it between CompanyID and Address 2. The same with City, I'll click on it and drag it over above State. OrderDate is the date of my order and Quantity is the quantity of products ordered. The lookup to Products, will tell me what products they ordered and the lookup to Customers will tell me which customer placed the order. Now let's take a look at our Customer fields. CompanyID is the unique identifier, so I am going to drag that up above Company, then Address, Address 2, City, State, Zip, Business Phone, those are great.

Size though, belongs over here on the right-hand side with Products, and then I have my Product ID, my ProdName and Size. Now my fields are all distributed properly, I'll click Next. The next step is to set my Primary Key fields or my unique identifiers. In my Customers table, it has offered to create one for me, but our CompanyID is a unique identifier, so I'll click on it and then click on the key in the upper right-hand corner. The same with Product, that's an ID field already, so I'll designate it as my Primary Key by clicking on the key in the upper right-hand corner.

Now everything looks great, I'll click Next. In the next step, my Table Analyzer Wizard has found some typos; the company Avalon, when I look at the P .O. Box, has two different P.O. boxes. 483 is correct, so I'll leave the check mark here. I'll click this Next Key button to see additional records with issues. Delish Foods, the correct address is actually 2257, so I'll put a check mark in the box below. This Next Key button is grayed out, because I don't have any more typos, so I'll click Next.

It now gives me the option of creating a Query that will re-create my original table, I'd like to use that, so I'll leave this on Yes, and I'll click Finish. I had left my Order table open so it's going to change my Query to Order_NEW and I'll click OK. The Help opens up, I am going to go ahead and close that. Here's the new query bringing together all of the information from my tables in a format very much like my old table, I'll go ahead and I'll close that, I am going to right-click on the tab and choose Close.

Here's my original table, still open, I'll close that as well. And in fact, I can now delete it so I'll right-click on Order, my old table, and delete it. I'll say Yes to that. So now I am left with three tables, Customers, Orders, and Products. When I double-click on Customers, here is all the information about my customers, when I double-click on Orders, here are the information about each of my orders and when I click on Products, here is all the information about my products.

All separated out into three separate tables. Access has also set my Relationships for me. Up on the Ribbon, I'll click the Relationships button, and here I can see my three tables with my relationships between three, already set. I'll close this window, as well. It asks if I want to change it, and I'll say Yes, click back on the orders table. Access's handy Table analysis tool will automatically split your existing tables and set up the appropriate Relationships, so that you don't have to do it manually.

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This video is part of

Image for Access 2010 Power Shortcuts
Access 2010 Power Shortcuts

93 video lessons · 7742 viewers

Alicia Katz Pollock
Author

 
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  1. 1m 15s
    1. Welcome
      47s
    2. Using the exercise files
      28s
  2. 25m 49s
    1. Customizing the Navigation pane
      2m 23s
    2. Toggling between Design and Data views
      2m 40s
    3. Creating new fields with field templates
      2m 9s
    4. Understanding the "Cannot contain a Null value" error
      1m 29s
    5. Working with AutoNumbers as foreign keys
      2m 24s
    6. Using input masks
      2m 39s
    7. Four ways to add fields to a query
      1m 41s
    8. Four ways to filter data
      2m 56s
    9. Selecting multiple form and report controls
      2m 13s
    10. Aligning and distributing controls on forms and reports
      5m 15s
  3. 5m 48s
    1. Opening recent files
      2m 33s
    2. Opening your most recently used file automatically
      56s
    3. Selecting a startup form
      1m 0s
    4. Changing the default saving location
      1m 19s
  4. 8m 22s
    1. Expanding and collapsing the Ribbon
      1m 13s
    2. Three ways to customize the Quick Access toolbar
      3m 14s
    3. Selecting Ribbon buttons using KeyTips
      1m 47s
    4. Creating your own ribbons
      2m 8s
  5. 9m 26s
    1. Turning the Navigation pane into a switchboard
      3m 48s
    2. Right-clicking
      2m 48s
    3. Using keyboard shortcuts
      2m 50s
  6. 5m 56s
    1. Navigating between records
      2m 8s
    2. Using Search, Go to, and Find
      2m 20s
    3. Selecting fields, rows, columns, and tables
      1m 28s
  7. 21m 46s
    1. Undo and Redo tips
      2m 18s
    2. Entering data across, not down
      59s
    3. Repeating data from the record above
      1m 39s
    4. Copying and pasting content
      2m 44s
    5. Inserting today's date
      1m 10s
    6. Removing automatic hyperlinks
      1m 54s
    7. Using AutoCorrect
      1m 36s
    8. Using concatenated fields
      2m 16s
    9. Linking Outlook contacts
      2m 23s
    10. Saving imports and exports for reuse
      4m 47s
  8. 35m 56s
    1. Creating a table using application parts
      2m 18s
    2. Creating Quick Start fields
      1m 49s
    3. Saving application parts
      2m 43s
    4. Understanding number field sizes
      3m 2s
    5. Setting default field types
      2m 55s
    6. Using validation rules
      4m 0s
    7. Using flag fields
      2m 1s
    8. Using an index
      2m 4s
    9. Using a datasheet Totals row
      2m 0s
    10. Filtering by selection
      1m 26s
    11. Resizing columns and rows
      2m 7s
    12. Removing gridlines and shading from tables
      1m 29s
    13. Hiding and unhiding table fields
      1m 13s
    14. Freezing fields when scrolling
      59s
    15. Analyzing your table for redundant structure
      5m 50s
  9. 10m 53s
    1. Setting a starting AutoNumber
      3m 14s
    2. Creating a multi-field primary key
      4m 17s
    3. Using subdatasheets
      1m 27s
    4. Using relationship reports
      1m 55s
  10. 28m 32s
    1. Using wildcards
      5m 40s
    2. Using IN instead of OR
      1m 29s
    3. Hiding query fields
      54s
    4. Changing captions
      1m 31s
    5. Finding duplicate records
      2m 13s
    6. Moving records with append and delete queries
      4m 31s
    7. Using make-table queries
      2m 12s
    8. Creating an update query
      2m 55s
    9. Turning a query into a PivotTable
      2m 30s
    10. Turning a query into a PivotChart
      2m 6s
    11. Using SQL statements
      2m 31s
  11. 28m 48s
    1. Using the property sheet to work with controls
      2m 16s
    2. Creating option groups
      2m 43s
    3. Using a ComboBox to select a record
      2m 55s
    4. Creating tabbed form layouts
      4m 45s
    5. Inserting charts
      3m 42s
    6. Creating your own smart tags
      1m 24s
    7. Using the CanGrow and CanShrink properties
      1m 46s
    8. Hiding fields in printouts
      1m 26s
    9. Setting tab stops
      3m 41s
    10. Clipping, stretching, and zooming images
      1m 17s
    11. Viewing single or continuous forms
      1m 1s
    12. Changing a form's default view
      1m 52s
  12. 9m 7s
    1. Inserting page breaks in reports and forms
      2m 15s
    2. Creating headers and footers
      5m 49s
    3. Hiding duplicates in reports
      1m 3s
  13. 10m 17s
    1. Using themes to customize the look of the database
      4m 12s
    2. Using the Format Painter
      2m 25s
    3. Grouping controls on forms and reports
      1m 35s
    4. Setting default appearance for new databases
      2m 5s
  14. 17m 56s
    1. Using a Before Change macro to create a time stamp
      6m 51s
    2. Triggering a Before Delete warning message
      2m 49s
    3. Creating an After Update macro to email a customer
      2m 11s
    4. Creating a user interface macro
      4m 12s
    5. Using AutoExec macros
      1m 53s
  15. 2m 53s
    1. Saving templates
      2m 10s
    2. Locking files
      43s
  16. 44s
    1. Goodbye
      44s

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