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Access 2013
Level 1
Unit 1

Creating Tables and

Queries
Chapter 4 Creating and
Modifying Tables in Design View

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Creating and Modifying

Tables in Design View
Quick Links to Presentation Contents

Create a Table in Design View

CHECKPOINT 1
Insert a Total Row
Sort Records
Print Specific Records
Format Text
Complete a Spell Check
Find and Replace Data
Use Help
CHECKPOINT 2

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Create a Table in Design View

To create a table in Design view:
1. Open desired database.
2. Click CREATE tab.
3. Click Table button.
4. Click View button.
5. Type name for table.
View
6. Click OK.
button

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Create a Table in Design View - continued

7. Type field names, specify data types, and

include descriptions.
8. Click Save button.

Design
view

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Create a Table in Design View - continued

Data type

Description

Short Text

Alphanumeric data up to 255 characters in

length, such as a name, address, or value such
as a telephone number or Social Security
number, that is used as an identifier and not for
calculating.

Long Text

Alphanumeric data up to 64,000 characters in

length.

Number

Positive or negative values that can be used in

calculations. Do not use for value that will
calculate monetary amounts (see Currency).

Date/Time

Use this type to ensure dates and times are

entered and sorted properly.

Currency

Values that involve money. Access will not round

off during calculations.

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Create a Table in Design View - continued

Data type

Description

AutoNumbe
r

Access automatically numbers each record

sequentially (incrementing by 1) when you
begin typing a new record.

Yes/No

Data in the field will be either Yes or No, True or

False, or On or Of.

OLE Object

Used to embed or link objects created in other

Office applications.

Hyperlink

Field that will store a hyperlink such as a URL.

Attachment

Use this data type to add file attachments to a

record such as a Word document or an Excel
workbook.

Calculated

Displays the Expression Builder dialog box,

where an expression is entered to calculate the
value of the calculated column.

Lookup
Wizard
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Use the Lookup Wizard to enter data in the field

from another existing table or display a list of
values in a drop-down
list from whichContent
the user
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Create a Table in Design View - continued

To create a default value for a field in

Design view:
1. Click in Default Value property box.
2. Type desired field value.

Default Value
property box
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Create a Table in Design View - continued

For some fields, you may want to control

the data entered in the field.
For example, in a ZIP code field, you may
want the nine-digit ZIP code entered (rather
than the five-digit ZIP code) or you may
want the three-digit area code included in a
telephone number.
Use the Input Mask field property to set a
pattern for how data is entered in a field.
An input mask ensures that data in records
conforms to a standard format.

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Create a Table in Design View - continued

To use the Input Mask Wizard:

1. Open table in Design view.
2. Type text in Field Name column.
3. Press Tab key.
4. Change data type to Short Text or
Date/Time.
5. Click Save button.
6. Click in Input Mask property box.

Build
button

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Create a Table in Design View - continued

7. Click Build button.

8. Complete wizard
steps.

continues on next slideInput Mask list

box

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Create a Table in Design View - continued

Use the Validation Rule property box in the

Field Properties section in Design view to
enter a statement containing a conditional
test that is checked each time data is
entered into a field.
Enter in the Validation Text property box the
content of the error message that you want
Validation Rule
to display.
property box

Validation
Text
property
box
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Create a Table in Design View - continued

Like the Input Mask Wizard, you can use the

Lookup Wizard to control the data entered
in a field.
Use the Lookup Wizard to confine the data
entered into a field to a specific list of
items.

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Create a Table in Design View - continued

To use the Lookup

Wizard:
1. Open table in
Design view.
2. Type text in Field
Name column.
3. Press Tab key.
4. Click down-pointing
arrow.
5. Click Lookup
Wizard.
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Lookup Wizard
option

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Create a Table in Design View - continued

6. Complete wizard steps.

I will type in the

values that I want
option
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Create a Table in Design View - continued

To insert a field in Design view:

1. Open table in Design view.
2. Click in row that will follow new field.
3. Click Insert Rows button.

Insert Rows
button

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Create a Table in Design View - continued

To move a field in
Design view:
1. Open table in Design
view.
2. Click in field selector
bar at left side of row
you want to move.
3. Point to field selector
bar of selected row.
4. Hold down left mouse
button and drag arrow
pointer to desired
position.
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5. Release mouse button.
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field selector
bar

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Create a Table in Design View - continued

To delete a field
in Design view:
1. Open table in
Design view.
2. Click in row to be
deleted.
3. Click Delete
Rows button.
4. Click Yes.

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Delete Rows
button

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CHECKPOINT 1
1) In Design view, each one of
these in the top section
represents one field in the
table.
a. column
b. row
Answer
c. section
Next
d. group
Question
2) Use this field property to
set a pattern for how data
is entered in a field.
a. Validation Text
b. Validation Rule
c. Input Mask
d. Default Value
Answer
Next
Question
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3) Enter the content of the

error message that you
want to display in this
property box.
a. Validation Text
b. Validation Rule
Answer
c. Input Mask
Next
d. Default Value
Question
4) Use this feature to confine
the data entered into a
field to a specific list of
items.
a. Lookup Wizard
b. Input Mask Wizard
c. Field Wizard
Answer
d. Confine Wizard
Next Slide
Next Slide

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Insert a Total Row

To insert a total
row:
1. Open table in
Datasheet view.
2. Click Totals.
3. Click in Total row.
4. Click down-pointing
arrow.
5. Click desired
Total
function.
row

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Print Specific Records

To print specific records
in a table:
1. Open table and select
records.
2. Click FILE tab.
3. Click Print option.
4. Click Print button.
5. Click Selected Record(s).
6. Click OK.
Selected Record(s)
option

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Format Text
Formatting options are available in the Text
Formatting group on the HOME tab.

Text Formatting
group

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Format Text - continued

Butto
n

Name

Description

Font

Change text font.

Font Size

Change text size.

Bold

Bold text.

Italic

Italicize text.

Underline

Underline text.

Font
Color
Backgrou
nd Color

Change text color.

Apply a background color to
all fields.

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Format Text - continued

Butto
n

Name
Align Left

Center
Align
Right
Gridlines
Alternate

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Description
Align all text in the currently
active column at the left side
of the fields.
Center all text in the currently
active column in the center of
the fields.
Align all text in the currently
active column at the right
side of the fields.
Specify whether or not you
want vertical and/or
horizontal gridlines displayed.
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Format Text - continued

To change to rich text formatting:
1. Click in Text Format property box.
2. Click down-pointing arrow that displays at
right side of property box.
3. Click Rich Text option at drop-down list.

Rich Text
option

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Complete a Spell Check

The spell checking feature in Access finds
misspelled words and offers replacement
words.
It also finds duplicate words and irregular
capitalizations.

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Complete a Spell Check continued

To complete a
spelling check:
1. Open table in
Datasheet view.
2. Click Spelling
button.
3. Change or ignore
spelling as needed.
4. Click OK.

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Spelling dialog
box

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Find and Replace Data

To find data:
1. Open table in
Datasheet view.
2. Click Find button.

Find
button

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Find and Replace Data continued

3. Type data in Find What text box.
4. Click Find Next button.
Find
What
text box

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Find and Replace Data continued

To find and replace

data:
1. Open table in
Datasheet view.
2. Click Replace button.
3. Type find data in Find
What text box.
4. Type replace data in
Replace With text
box.
5. Click Find Next
button.
6. Click Replace button
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or Find Next button. 31

Replace
With text
box

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Use Help
To use the Help feature:
1. Click Microsoft Access Help button or
press the keyboard shortcut key F1 .
Microsoft
Access Help
button

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Use Help - continued

2. Type topic or
feature.
3. Press Enter.
4. Click desired
topic.

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Access
Help
window

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Use Help - continued

Hom
e
Bac
k
Forwar
d
Print

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Keep Help on
Top
Use Large
Text

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Use Help - continued

When you position the mouse pointer on a
button, a ScreenTip displays with
information about the button.
Some button ScreenTips display with a Help
icon and the text Tell me more.

ScreenT
ip

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Use Help - continued

Some dialog boxes and backstage area
provide a Help button you can click to
display the Access Help window with
specific information about the dialog box or
backstage area.

Help
button

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CHECKPOINT 2
1) To insert a Totals row, click
the Totals button on this
tab.
a. CREATE
b. EXTERNAL DATA
c. DATABASE TOOLS
Answer
d. HOME

Next
Question

2) Click this button to sort

data in the active field in
alphabetic order from A to
Z or numbers from lowest
to highest.
a. Ascending
b. Descending
Answer
c. Chronological
Next
d. Historical
Question
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3) Formatting options are

available in the Text
Formatting group on this
tab.
a. CREATE
b. EXTERNAL DATA
c. DATABASE TOOLSAnswer
Next
d. HOME
Question
4) Press this keyboard
shortcut to display the
Access Help window .
a. F1
b. F2
c. F3
d. F4
Answer
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Creating and Modifying

Tables in Design View
Summary of Presentation Concepts
Create a table in Design view
Assign a default value
Use the Input Mask Wizard and the Lookup
Wizard
Validate field entries
Insert a total row
Sort records and print specific records in a table
Complete a spelling check
Find specific records in a table and find data and
replace with other data
Apply text formatting
Use the Help feature
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