14 min read
Understanding Tables, Fields, and Records
A table looks like an Excel grid, but every column has one fixed data type — and a well-designed database spreads information across several focused tables, not one giant one.
You will learn: how to create Books, Loans, and Fines. which fields each table needs. You will do: create three tables in Design View. see four tables in the Navigation Pane.
One Table per Subject
Members stores people. Books stores titles. Loans stores who borrowed what. Fines stores charges.
Each table gets its own field list. Build each one in Design View — same steps as Members.
Field list
| Field Name | Data Type |
|---|---|
| BookID | AutoNumber |
| Title | Short Text |
| Author | Short Text |
Field Properties — BookID
- Field Name
- BookID
- Data Type
- AutoNumber
- Primary Key
- Yes
Click a row in the field list. In Access, the properties pane below updates for that field only.
Create Books
Goal
Create the Books table.
The library needs one row per book title.
Open Table Design
Where
Do this
Create tab
New tables, queries, forms, and reports.
Verification
Check your work
You are correct if all of these are true:
- Books appears under Tables in the Navigation Pane alongside Members.
If something looks wrong
Fix
| Books — fields and types | |
|---|---|
Create Loans
Goal
Create the Loans table.
Loans link a member to a book with dates.
Open Table Design
Where
Do this
Create tab
New tables, queries, forms, and reports.
Verification
Check your work
You are correct if all of these are true:
- Loans appears in the Navigation Pane. You now have Members, Books, and Loans.
If something looks wrong
Fix
| Loans — fields and types | |
|---|---|
Create Fines
Goal
Create the Fines table.
Fines store money owed on overdue loans.
Open Table Design
Where
Do this
Create tab
New tables, queries, forms, and reports.
Verification
Check your work
You are correct if all of these are true:
- The Navigation Pane lists Members, Books, Loans, and Fines — four tables.
If something looks wrong
Fix
| Fines — fields and types | |
|---|---|
Tables
- Members
- Books
- Loans
- Fines
Press F11 if this list disappears.
Practice
Swipe or use the arrows to move between questions.
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Field Notes: One Column, One Kind of Value
Open any table in Datasheet View and it looks a lot like a spreadsheet — but with a crucial difference. Every column, or field, has one and only one kind of information it's allowed to hold, fixed when the table was designed. Every row, or record, represents one complete, individual entry. Access enforces this strictly: try to type text into a field set up for numbers, and it simply won't let you.
More lessons in Microsoft Access · Next: Creating a Table · Previous: Creating, Opening, and Saving a Database