To the best of our knowledge, one of the popular Office programs provided by Microsoft is Microsoft Access. Mostly we use this program if we have to store some data. In the common computers with database systems the data are stored in flat files. But here all the data are stored in Microsoft Access tables. This table has columns or fields or attributes. Each of these attributes has a data type which defines the type of accepted data.
Let us look at an example. If you store a price, you need a numeric data type. For text it is better to use a memo data type, which is suitable to store some long descriptions or notes. There is such notion here as a primary key field, which is perhaps the most important field of a Microsoft Access table. This field is the identifying field of the table. It is better to use auto number here. This auto number becomes higher each time when you add a new record. It is not allowed to change this number.
As a rule for this primary key field you should choose the identifying field. When this field becomes a primary key, it is not allowed to locate any duplicates there. Moreover, it only accepts unique values. To make it easy to identify a primary key, a small key symbol will appear next to this field.
Beyond any doubt you have to pay serious attention to the fact that if you want to store some dates you may use Date/Time type. Using this data type you may set an input mask to help to enter the date in the proper format. It is well-known that Microsoft Access 2007 has an attachment field, which is useful to store related documents to the record. As far as the issue is concerned, in Access you can even store images, Excel or Word documents.
Please note, that the attachment field should be used very carefully. Too many attachments can ruin your database. In some cases it would be simpler to make a link to the documents. If you make a link between primary and foreign keys you may make a kind of relationship in which tables can be related together. As a matter of fact there a lot of different available relationships in Microsoft Access.
All created screen forms are normally based on tables. The data which is entered into a form is saved into a table and the displayed data is loaded from a table. Microsoft Access tables are one of the most important components in database system. That is why these tables should be designed correctly. If it is so than you wouldn’t have any problems in future.
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