Create a Table

In Access, you have several options when creating tables. You can create a new blank table from scratch or set up tables that are connected to SharePoint lists. If you use one of the Quick Start options in the Application Parts to create a new database, tables with predefined fields will be created.

Create a New Blank Table

  1. Click the Create tab.
  2. Click Table.
    Create a Table

    A new table appears in Datasheet View. You can start entering data right away, but you should add some fields first.

  3. Click the Click to Add field heading.

    A list of data types appears. See the table at the end of this lesson to learn more about your options.

  4. Select the field type.

    When selecting a field type, select the smallest or shortest field that is required for your data. For example, don’t choose Large Number if you only need to store a 2-digit number.

    Create a Table
  5. Type a name for the field.

    To change the name of a field header, double-click the field header and type the field name you want to use.

    Create a Table
  6. Repeat Steps 3-5 to add the remaining fields to your table.
  7. When you’re finished adding fields, click the Close button and click Yes to save your changes.
    Create a Table
  8. Enter a name for your new table.
  9. Click OK.
    Create a Table

Create a Table in Design View

Design View allows you to create a table with more ease.

  1. Click the Create tab.
  2. Click Table Design.
    Create a Table

    A new table appears in the window in Design View.

  3. Enter a field name in the Field Name column and press Enter.
  4. Click the Data Type list arrow and select a data type for the field.

    See the table at the end of this lesson for more information about data types.

    Create a Table
  5. Repeat steps 3-4 to add as many fields as you want.
  6. When you’re finished, click the Close button. Save and name your table.

That’s all there is to creating a table!

Create a Table from Application Parts

You can also create a table using an application part template. An Application Part is a predefined part of a database, such as a table or form, that you can quickly insert and use in a database.

  1. Click the Create tab on the ribbon.
  2. Click Application Parts.

    The application parts menu appears. The Quick Start section contains templates for creating tables.

  3. Select a template from the Quick Start section.
    Create a Table

    The Create Relationship wizard appears, where you can enter information about the new table.

  4. Complete the steps in the Create Relationship wizard.
    Create a Table
  5. When you’re finished, click the Close button. Save and name your table

Access creates a new table from the application part template you selected.

Create a SharePoint List Table

SharePoint lists can be created within Access. To do this, you need to have an existing SharePoint site that you can add the SharePoint list too.

  1. Click the Create tab on the ribbon.
  2. Click the SharePoint Lists button in the Tables group.
  3. Select the relevant type of list you want to create – either Contacts, Tasks, Issues or Events.

    Select Custom if you wish to specify your own fields or choose Existing SharePoint List if you want to link to a list that has previously been created on the SharePoint site.

    Create a Table
  4. Enter the SharePoint URL address, a name for the new list, and any other information you’d like.
  5. Click OK.
    Create a Table
    6. Data Type Example Description
    Short Text First Name: John Stores text, numbers, or a combination of both; up to 255 characters long. Text fields are the most common of all data types.
    Number Age: 31 Stores numbers that can be used in calculations.
    Large Number Cells in Human Body: 30,000,000,000,000 Stores huge numbers (2^63), usually only used for scientific purposes.
    Currency Price: $84.95 Stores numbers and symbols that represent money.
    Date & Time Birthday: April 7, 1969 Stores dates, times, or both.
    Yes/No Employed? Yes Stores only one of two values, such as Yes or No; True or False; etc.
    Lookup & Relationship Purpose of Trip: Create a Table A wizard that helps you create a field whose values are selected from a table, query, or a preset list of values.
    Rich Text Instructions: Stores long text entries that can include font and paragraph formatting.
    Long Text Notes: Sally displays a high amount of… Stores long text entries such as notes or anything else that requires a lot of space.
    Attachment Photo: Create a Table Stores attachments such as a Word document or photo.
    Hyperlink Website: www.customguide.com Stores clickable links to files on your computer, on the network, or to web pages on the internet.
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