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:
- Select
the Table tab and then click New.
- Now
click on Design View and then OK.
- 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.
- Type
in the first field: Date of birth and select Date/Time from
the Data Type drop-down box as shown.
- Go
back to the Date of Birth field and in the box lower down, select
format and Short Date.
 Continue
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