Designing Your First Database: 1

This exercise will take you through a step-by-step process of designing a database, paying attention to structure and validation. The example used shows a range of different fields and formats but you will see that databases are often unique in their structure and therefore it is only possible to cover some of them.

Guidelines and help are given for Case Study 1 with a more general guide for Case Study 2. At the end of the booklet (appendix vii) is a sheet explaining what is required for the assignment. A word processor may be used for the write-up and any summaries or explanations.

Creating a New Database
We will now look at designing our first database. The example we will use is based on a small company with two tables of data. One based on their departments and the other on personnel records. You will see how the two tables can be linked and queries used to extract information from both without loading all the fields. Validation is also used in many of the fields to aid data input and prevent errors.

Start Access by going to the Start Menu, Programs and Microsoft Access. When Access starts and the Wizard appears click on Start using Access and your are presented with the box below. Click on Blank database, and then OK.

You will be prompted to select the folder where you want to store the database. On the next box that appears:

  1. Select the Table tab and then click New.
  2. Now click on Design View and then OK.
  3. When the blank Table box appears you will be able to add your fields, like Address, Stock No. etc. Into these fields we will enter the data.

  4. Type in the first field: Date of birth and select Date/Time from the Data Type drop-down box as shown.

  5. Go back to the Date of Birth field and in the box lower down, select format and Short Date.

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