Datasheet

OLE Object
This data type is not encountered very often in data analysis. It is used when
the field must store a binary file, such as a picture or sound file.
Hyperlink
When you need to store an address to a Web site, this is the preferred data type.
Preparing to create a table
Before you start creating a table, you need to answer the following questions:
■■
What is the name of the table? What is the entity for which you would
like to collect and store data?
■■
What are the names and types of columns or fields? Which attributes of
this particular entity do you need to record/store? What are the appro-
priate data types of these fields?
■■
How can you identify each instance of the entity uniquely?
Keep in mind that to take full advantage of Access, you may have to split
data that was previously stored in one large dataset into separate tables. For
example, think of a flat-file list of invoice details in Excel. Typically, this list
would repeat Invoice Header information for each individual detail of that
invoice. In order to eliminate as much of the duplicate data as possible, you
would divide the single list into two logical parts: InvoiceHeaders and
InvoiceDetails. Each unique Invoice will be listed only once in the Invoice-
Headers table. All of the details for that invoice will be in the InvoiceDetails
table. Given this structure, Access will be able to recognize a relationship
between the two tables.
Different methods for creating a table
Access provides different methods for creating a table. You can, for example,
use the Datasheet view, the Design view, or the Table Wizard. For users new to
Access, the Table Wizard provides an excellent opportunity to walk through
the process. Tables are also created automatically when you import data from
an outside source, such as an Excel spreadsheet. An Access table can also be a
link to a table outside of the database. Importing and linking are covered later
in this chapter.
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