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The material below originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission. There may be references to "Figures" or "Chapters"that are not reprintable and are not used on this page.

Designing A Microsoft Access Table From Scratch

Designing tables from scratch offers flexibility and encourages good design principles. This approach is almost always the best choice when you are creating a custom business solution. To design a table from scratch, click to select the Create tab and then select Table Design. The Table Design view window will appear. Follow these steps:

Define Each Field

Define each field in the table by typing its name in the Field Name column. Tab to the Data Type column. Select the default field type, which is Text, or use the drop-down combo box to select another field type. You can find details on which field type is appropriate for your data in the "Selecting the Appropriate Field Type for Your Data" section of this chapter in my book, Mastering Microsoft Office Access 2007 Development. If you use the Field Builder, it sets a data type value for you that you can modify.

Continue entering fields. If you need to insert a field between two existing fields, click the Insert Rows button on the ribbon. Access inserts the new field above the field you were on. To delete a field, select it and click the Delete Rows button.

Save Your Microsoft Access Database

To save your work, click the Save tool on the Quick Access toolbar. The Save As dialog box, shown in Figure 2.6, appears. Enter a table name and click OK. A dialog box appears, recommending that you establish a primary key. Every table should have a primary key. The section of this chapter titled "Using the All-Important Primary Key" discusses the details of primary keys.

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Author Attribution

This material originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission.

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Expert Microsoft Access Programmer In Irvine, CA

When you need a Microsoft Access programmer for your Irvine, California business, call MS Access Solutions at (323) 285-0939. We have over 25 years experience in Microsoft Access programmer solutions. We create Access database applications for all sectors, consisting of hospitals, government agencies, the U.S. military, universities shcool districts & junior colleges, agriculture, workers services, and insurance provider. We can take care of the most difficult and complicated Microsoft Access and SQL Server database programming for your business. We also work with smaller projects, like fixing damaged Access database forms, broken MS Access reports,damaged Microsoft Access macros, and re-programming Visual Basic for Applications (VBA) code.

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A Programmer's Quick Guide To Microsoft Access Tables

At MS Access Solutions, we've worked with countless developers who underestimate the importance of proper table design. Your tables form the foundation of any Access application, and even the most elegant code can't compensate for structural flaws in your database. This guide will help you implement professional-level table design practices that ensure your applications remain robust, maintainable, and scalable.

Table Structure Fundamentals

When approaching table design, remember that Access isn't Excel. We frequently see developers creating wide tables with dozens of fields, essentially treating Access like a spreadsheet. Instead, your tables should be "tall and thin" with each table representing a single entity or concept. This approach aligns with proper normalization principles and prevents data redundancy.

Every table requires a primary key. While you can use natural keys (existing unique values like product codes), we recommend using AutoNumber fields as surrogate keys. These system-generated IDs never change and simplify relationships between tables. Name your primary key consistently: either "ID" or "TableNameID" (like CustomerID) throughout your database.

Field naming conventions matter more than you might think. Establish consistent naming patterns across your database: avoid spaces in field names, use camel case or underscores for multi-word fields, and include the field type in the name when appropriate (DateHired, IsActive). This consistency makes writing queries and code significantly easier as your application grows.

Data Types and Field Properties

Selecting appropriate data types isn't just about storing data correctly: it directly impacts performance and storage efficiency. Text fields should use the minimum size needed (don't use Text(255) for a two-character state code). Number fields should use the smallest type that accommodates your maximum value (Byte for values 0-255, Integer for larger values).

Field properties provide powerful ways to enforce data integrity at the table level. Required fields prevent null values, validation rules enforce business rules, and default values streamline data entry. Input masks format data during entry, while indexed fields dramatically improve query performance. We recommend indexing any field used frequently in searches, sorts, or joins, especially foreign keys.

Relationships: The Power of Relational Design

Access truly shines when you implement proper relationships between tables. These relationships come in three types: one-to-many (most common), one-to-one (for separating rarely used fields), and many-to-many (implemented using junction tables).

Always enforce referential integrity in your relationships. This prevents orphaned records and maintains data consistency. Consider cascade updates to automatically update foreign keys when primary keys change. Use cascade deletes cautiously: they're appropriate for some parent-child relationships but can cause unexpected data loss if implemented incorrectly.

For many-to-many relationships, create junction tables with composite primary keys. For example, a Students table and Classes table would connect through a StudentClasses junction table containing both StudentID and ClassID fields. This structure allows students to enroll in multiple classes and classes to contain multiple students.

Normalization: Finding the Right Balance

Normalization reduces redundancy by organizing data efficiently. While textbooks describe five normal forms, most Access applications should aim for third normal form (3NF). This means:

• Each table has a primary key
• No repeating groups of data
• All fields depend on the key, the whole key, and nothing but the key

However, sometimes strategic denormalization improves performance. If you frequently need to report on data from multiple tables, consider creating a denormalized reporting table that's refreshed periodically. This approach balances data integrity with performance needs.

Performance Optimization Techniques

As your database grows, performance becomes increasingly important. Beyond proper indexing, consider these table optimization techniques:

• Split large tables into current and archive tables
• Use attachment fields instead of OLE Object fields for storing documents
• Implement calculated fields in queries rather than storing calculated values
• Regularly compact and repair your database to reclaim fragmented space

For applications with multiple users, consider implementing a split database architecture with tables in a back-end file and everything else in a front-end file. This approach improves performance and simplifies updates to forms, reports, and code.

Advanced Table Techniques

As you become more proficient with Access, explore these advanced table techniques:

• Table-level validation rules for multi-field validations
• Lookup fields with row source queries for dynamic option lists
• Field descriptions to document your database structure
• Table events through data macros for automated processing

For larger applications, consider upsizing to SQL Server while maintaining Access as the front-end interface. This hybrid approach leverages Access's rapid development capabilities while gaining SQL Server's enterprise-level data management features.

Remember that well-designed tables make everything else in your application easier: queries become simpler, forms work more intuitively, and reports generate more reliable results. By implementing these professional table design practices, you'll create Access applications that remain maintainable and adaptable to changing business needs.