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In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.
Access 2010's Layout field allows you to create a table quickly and easily. Let's build our second table for our sales reps. First, click on the Create tab and then on the Table button. Now look over on the right. You'll see contextual Table tools, Fields and Table. Right now, we want to be on the Fields tab. We can start adding in our own fields. But first, I want to show you a tool called Quick Start. These are pre-created sets of fields to speed up your table design. Click on this More Fields button and then scroll down to the bottom.
You'll see Quick Start, and we want Name. It will add in Last Name and First Name for you. Next, click inside the field under Click to Add, so that our next fields go after our Name Fields. If I'm still highlighted on First Name, our fields will go in out of order. So let's go back down to Quick Start, and this time choose Address. It adds all of the standard address fields: Address, City, State Province, ZIP code and Country Region.
Right now, Country Region is highlighted, but because all of our employees are in the United States, we don't need it. Click on this Delete button right here, and it will disappear. So now, let's put in our phone numbers. Click right on Click to Add, and it will drop down a list of field types. A phone number is Text. Even though it's made up of numbers, it does have parentheses and dashes, and we don't add, subtract and multiply phone numbers. So click on Text and type in "HomePhone" with no space but with two capital letters.
When I hit the Tab key, it immediately pops up another data type list. Click on Text again. And this time type in CellPhone, also with no spaces, and the capital letters for each word. Hit Tab again. Our next field is going to be an Email. So we want it to be a Hyperlink, type in "Email" without a hyphen. So now we're going to do another Quick Start field. So I'm going to scroll over and click underneath Click to Add. Sometimes it will jump back to the beginning.
In that case, scroll back over and try it again. So to do another Quick Start field, we're going to click on More Fields, and then down to the bottom and choose Start and End Dates. Two fields are inserted. And they're automatically given what's called a short Date format. If you want different Date and Time formats, when you click on More Fields, you have six different options right here. The next field that we want is going to be a picture. So we're going to make it the data type of Attachment.
It puts up a paperclip right here. Now let's enter in a field using these buttons right here to specify our data type. We're going to put in our salary, which is going to be money. So we'll use the Currency button, and type in "Salary." Press Tab. Now we're going to use another data type: Yes/No. Now before I click it, a Yes/No field gives you a check box that you can use to toggle or mark records. I like to include one if I'm going to run mailing labels, for example, because it gives me a quick way of flagging the ones I need.
There are two ways we can add this one. I can either click this Yes/No button right here, or if I come up to More Fields and drop it down, I actually have several different types, a Check Box, Yes/No, True/False and On/Off. We're going to go ahead and choose Yes/No. And we're going to give it the name "Flag." Now notice it comes up with the default value of No, or sometimes a zero. Both of these are programming syntax to indicate that the check box is empty. Now that we have our table built, let's save it.
Click up on the Save icon up here, and call it "Sales Reps," and click OK. So now you've made a table in Layout View. Next, we'll add another table using Access's Design View.
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