Access 2007 databases hold the actual data records inside tables.

You can add, edit, and delete

records directly from these tables.

Edit Data
Editing data in an Access table is a relatively simple task. Just click the cell containing the data
you wish to change. Delete or type over the old information and enter new data as required. As
you do so you will notice a pencil symbol appear on the far left of the table on the row you are
editing. This indicates that you are in the process of editing a record and the changes have yet to
be saved to the database table. This symbol will remain while you update any other field in the
same row. Once you move out of the row, the changes will be saved automatically and the pencil
will disappear. The thing to remember is that when you edit data in a field, the whole record will
be saved once you have finished.

A table record in the process of being edited. Notice the pencil symbol on the left of the table.
The cell being edited is highlighted in orange. Once the new data has been entered and the row
is moved out of, this record will be saved.
The Access Screen

Access Ribbon

The ACCESS RIBBON works somewhat differently to the old Access Menus. There is a row of
ribbon tabs with headings such as HOME, CREATE, EXTERNAL DATA, and DATABASE
TOOLS. Clicking on each tab presents you with its own individual ribbon with its own particular
icons. Each icon on a ribbon is contained within a group of icons that perform similar tasks. So,
for example, the Create tab has groups for TABLES, FORMS, REPORTS and OTHER
Access Navigation Pane
The Access NAVIGATION PANE replaces the old database window. It is here where you will
see the icons for all the tables, forms, queries and reports that you create. When you want to open

one of your database "objects", you just click on one of these icons, and the required object will
open in the main Access window.

Getting Started

Create Access 2007 Database

The first step in creating an Access 2007 database, is to create a blank database file. This is done
from the Getting Started Screen when you launch Access. The file is saved onto one of your PCs
folders (which you specify). The procedure for doing this is outlined below.
1. Launch Access
To begin, launch Access by clicking on the desktop icon, or choose Access from the start menu.
This brings up the GETTING STARTED WITH MICROSOFT OFFICE ACCESS screen.

2. Select Blank Database Template

Towards the top left of the screen you will see a "Blank Database" icon. Click this icon to bring
up the Blank Database side bar on the right hand side of the screen. This is where you will enter
details about the database file that you are about to create.
3. Enter filename for your Access 2007 database

Begin by entering the name that you want to call the database in the filename textbox.
4. Browse and select folder
Next click the folder icon and browse for a folder to put your database. Once selected you should
see the file path below the textbox.
5. Click Create
All you need to do now is click the "Create" command button below, and your database file
saves to the location that you specified, and opens for you to work on.
You are now ready to work on your newly created database file. The next step is to create an
Access table
Create Access Table

Access 2007 Tables

How Access stores data in Tables
Like all other databases, Access 2007 stores data in tables. They look a lot like the cells of a
spreadsheet with columns and rows. Each horizontal column represents a table record, and each
vertical column represents a table field. See Table example below:
A simple Table
ID Number

FirstName

Surname

Age

John

Jones

35

Tracey

Smith

25

Anne

McNeil

30

In the example Table above, there are four fields containing information about an individuals ID
number, first name, surname and age. Below the field headings there are 3 records containing
information or data for each individual. As such, a database table is a list with each column
containing the same specific sort of information. Each row of information is an individual record
that might relate to a particular person, a business, or a product etc.
When planning a database table, most database designers will decide which column headings or
fields they are going to use. This is the basis of the table structure. The actual data is added later
and is not a part of the design process.

Create Access Table

1. Open database file
If you created a blank Access database in the previous tutorial lesson, you are now ready to
create a new table. Begin by opening your existing database file if it is not already open. Do this
by clicking on the Access desktop icon to bring up the getting started screen again. You should
see the file name that you just created towards the top of the right hand side bar (If you cant see
it, click the folder icon to browse for the file). Click on the file name to bring up your blank
database.
If, at this stage, you get a security warning underneath the ribbon, click where it says options,
select the "enable this content" radio button (in the pop-up window), and then click ok.
Your blank database file should now be fully open.

2. Create Access Table

Select the CREATE tab on the Access ribbon. Next select the TABLE DESIGN icon from the
TABLES group. This creates a new table.

3. Create fields in DESIGN VIEW

This brings up the TABLE DESIGN GRID where you enter each field name and its data type.
The first field we are going to create is the ID field which is going to contain a unique reference
number for each record. Enter the name "ID" into the first column of the first row in the grid.
Because we want Access to automatically generate a unique reference number, select
AUTONUMBER from the drop down list in the data type column. You can also enter a
description for each field, but this is not essential.
On the next row the field is going to be called FIRSTNAME and the data type is going to be
TEXT. On the third row the field name is SURNAME with the data type again being TEXT. And
finally, the last field name is AGE and the data type here is going to be NUMBER.
Before you save the table you will need to choose the Primary Key, which in this case is ID. To
do this, select the ID row by clicking on it, and then simply click the primary key symbol on the
Ribbon.

The table design grid should now look like this:

You can now save the table by clicking the save icon on the top left of the screen above the
Access Ribbon. To view your table select DATASHEET VIEW from the VIEWS group under the
DESIGN TAB. This brings up the datasheet view of the table that you have just created. You
should see your field headings running across the top of the table.

4. Data entry in DATASHEET VIEW

Although entering data onto the datasheet table is not a part of the design process, the table now
exists as a database object, and you can test it by entering some information into the cells.
Select the first cell in the FIRSTNAME column and enter the name JOHN. For SURNAME
enter JONES, and for AGE enter 35.
NB just ignore the column underneath the heading ADD NEW FIELD. We created all the fields
we needed in design view.
You have now entered the first record in the table - record 1 for John Jones aged 35. You can now
press the return key and the record will save automatically. You are now ready to enter the
second record on the next row - TRACEY SMITH 25. Press return and then fill in the data for
the last record we are going to do for now - ANNE McNEIL 30
Your datasheet table should now look like this:

Working with Access Tables

Once you have an Access Table populated with data, you have the option to work with it right
away. Indeed, some people may not go on to create forms, queries, and reports once they have
created their first table. With a single table you can, for example, store, edit, filter, search, and
calculate a set of database records. Now that you have created your first table and stored a
number of records, we will take a look how you go about working with tables. We shall use your
newly created table with some additional records to illustrate how to do this.
Feel free to download the populated database table or input the extra records manually so you
can try out the features yourself. This is the fully populated table we shall be working with:

Edit Data
Editing data in an Access table is a relatively simple task. Just click the cell containing the data
you wish to change. Delete or type over the old information and enter new data as required. As
you do so you will notice a pencil symbol appear on the far left of the table on the row you are
editing. This indicates that you are in the process of editing a record and the changes have yet to
be saved to the database table. This symbol will remain while you update any other field in the
same row. Once you move out of the row, the changes will be saved automatically and the pencil
will disappear. The thing to remember is that when you edit data in a field, the whole record will
be saved once you have finished.

A table record in the process of being edited. Notice the pencil symbol on the left of the table.
The cell being edited is highlighted in orange. Once the new data has been entered and the row
is moved out of, this record will be saved.

Create a database by using a template

Access provides you with a wide variety of templates that you can use to speed up the database
creation process. A template is a ready-to-use database containing all the tables, queries, forms,
and reports needed to perform a specific task. For example, there are templates that you can use
to track issues, manage contacts, or keep a record of expenses. Some templates contain a few
sample records to help demonstrate their use. Template databases can be used as they are, or you
can customize them to better fit your needs.
If one of these templates fits your needs, using it is usually the fastest way to get a database
started. However, if you have data in another program that you want to import into Access, you
might decide it is better to create a database without using a template. Templates have a data
structure already defined, and it might require a lot of work to adapt your existing data to the
template's structure.

Create a database without using a template

If you are not interested in using a template, you can create a database by building your own
tables, forms, reports, and other database objects. In most cases, this usually involves one or both
of the following:

Entering, pasting, or importing data into the table that is created when you create a new
database, and then repeating the process with new tables that you create by using the
Table command on the Create tab.

Importing data from other sources and creating new tables in the process.

Understanding Tables

A table is a set of columns and rows. Each column is called a field. Within a table, each field
must be given a name and no two fields can have the same name. Each value in a field
represents a single category of data. For example, a table might have three fields: Last
Name, First Name, and Phone Number. The table consists of three columns: one for last
name, one for first name, and one for phone number. In every row of the table, the Last
Name field contains the last name, the First Name field contains the first name, and the
Phone Number field contains the phone number. Each row in a table is called a record.

Creating a Table by Using the Table Wizard

Microsoft Access has a wizard named the Table Wizard that will create a table for you. This
wizard gives you suggestions about what type of table you can create (for example, a Mailing
List table, a Students table, a Tasks table, and so on) and gives you many different possible
names for fields within these tables. To use the Table Wizard to create a table, follow these steps:
1. Create a new, blank database.
2. In the Database window, click Tables under Objects, and then click New.
3. In the New Table dialog box, double-click Table Wizard.
4. Follow the directions in the Table Wizard pages.
If you want to modify the table that the Table Wizard creates, open the table in Design view
when you have finished using the Table Wizard.

Creating a Table by Entering Data in a Datasheet

In Microsoft Access, you can also create a table by just entering data into columns (fields) in a
datasheet. If you enter data that is consistent in each column (for example, only names in one
column, or only numbers in another column), Access will automatically assign a data type to the
fields. To create a table by just entering data in a datasheet, follow these steps:
1. Create a new, blank database.
2. In the Database window, click Tables under Objects, and then click New.
3. In the New Table dialog box, double-click Datasheet View. A blank datasheet is
displayed with default column names Field1, Field2, and so on.
4. Rename each column that you want to use. To do so, double-click the column name, type
a name for the column, and then press ENTER.
You can insert additional columns at any time. To do so, click in the column to the right
of where you want to insert a new column, and then on the Insert menu, click Column.
Rename the column as described earlier.
5. Enter your data in the datasheet. Enter each kind of data in its own column. For example,
if you are entering names, enter the first name in its own column and the last name in a
separate column. If you are entering dates, times, or numbers, enter them in a consistent
format. If you enter data in a consistent manner, Microsoft Access can create an
appropriate data type and display format for the column. For example, for a column in
which you enter only names, Access will assign the Text data type; for a column in which
you enter only numbers, Access will assign a Number data type. Any columns that you
leave empty will be deleted when you save the datasheet.
6. When you have added data to all the columns that you want to use, click Save on the File
menu.

7. Microsoft Access asks you if you want to create a primary key. If you have not entered
data that can be used to uniquely identify each row in your table, such as part numbers or
an ID numbers, it is recommended that you click Yes. If you have entered data that can
uniquely identify each row, click No, and then specify the field that contains that data as
your primary key in Design view after the table has been saved. To define a field as your
primary key after the table has been saved, follow these steps:
1. Open the table that Access created from the data that you entered in datasheet in
Design view.
2. Select the field or fields that you want to define as the primary key.
To select one field, click the row selector for the desired field.
To select multiple fields, hold down the CTRL key, and then click the row selector
for each field.
3. On the Edit menu, click Primary Key.
If you want the order of the fields in a multiple-field primary key to be different
from the order of those fields in the table, click Indexes on the toolbar to display
the Indexes window, and then reorder the field names for the index named
PrimaryKey.
As mentioned earlier, Microsoft Access will assign data types to each field (column)
based on the kind of data that you entered. If you want to customize a field's definition
further--for example, to change a data type that Access automatically assigned, or to
define a validation rule--open the table in Design view.