DATABASE BASICS 20 9. When the alert window that reads There is no primary key defined appears, click the button. Access will insert an ID field—the Key field—in the table: 10. The key field When the alert window popped up, and you clicked the Yes button, Access added the ID field to the table. The ID field is now the table’s primary key, or key field. That means it can’t contain any duplicates. Every table should have a key field. For example, if a hospital keeps a database, each patient can have a unique ID number in the key field. That way, if it has more than one patient named John Baker, it can easily distinguish John Baker, ID #326 in for a checkup, from John Baker, ID #298 who needs his gall bladder removed. DATABASE BASICS 21 Create records 1. Click in the box under the First Name column header. 2. Type: Elvis 3. Press the TAB key on your keyboard. The table should now look like this: 4. Type: Presley then press the TAB key. 5. Type: Baltimore then press TAB. DATABASE BASICS 22 6. Type: 21212 then press TAB. 7. Type: 4105551212 then press TAB. The table should now look like this: Tip: Notice how the cursor in the row selector has moved down to the second (new) record. When you move on to a new record, Access automatically saves the previous record. DATABASE BASICS 23 Add new fields 1. Right-click the Zip column heading. 2. When the menu appears, click Insert Column. The table should now look like this, with a new blank field: 3. Double-click the column heading and type: State 4. Press the ENTER key. DATABASE BASICS 24 5. Click inside the new State field for the first record. 6. Type: MD 7. Press TAB until the cursor moves down to a new record. Record number 1 is saved and complete. DATABASE BASICS 25 Move fields 1. Click the Phone Number column heading. The entire column should be selected. 2. Place the cursor on the Phone Number column heading. Then drag the column so the cursor rests between the Last Name and City columns. 3. When you see a thick black line between the two columns, release the mouse button. The Phone Number column should now rest between the Last Name and City columns: DATABASE BASICS 26 4. On the Menu Bar, click File, then Close. 5. When prompted to save the changes to the table layout, click the button. DATABASE BASICS 27 The Friends database window should now look like this: DATABASE BASICS 28 Create forms 1. In the Objects list, click Forms. 2. Double-click Create form by using wizard. DATABASE BASICS 29 3. When the Form Wizard window appears, click the button. [...]... make sure Standard is selected, then click the 32 DATABASE BASICS button 7 When the last screen appears, type: Friends of Mine Data Input Form in the box DATABASE BASICS 33 8 Click the button The form should open and look like this: 34 DATABASE BASICS Add a new record 1 In the form window, click the button A blank record should appear: DATABASE BASICS 35 2 Press TAB to advance to the First Name box 3... database Essentially, it’s a question You use queries to ask the database things like, “Who are my customers in Montana?”, or “How many pipe fittings have I sold this month?” 1 40 In the Objects list, click Queries DATABASE BASICS 2 Double-click Create query by using wizard 3 When the Simple Query Wizard opens, double-click First Name in the Available Fields list DATABASE BASICS 41 ... 7 Type: 23 220 then press the TAB key 8 Type: 8005557890 The form should now look like this: DATABASE BASICS 37 9 Press the TAB key again The form should progress to a new, blank record: The old record has been saved 38 DATABASE BASICS 10 On the Menu Bar, click File, then Close to return to the database window DATABASE BASICS 39 Create queries What’s a query? A query is a way to get specific information . DATABASE BASICS 22 6. Type: 21 2 12 then press TAB. 7. Type: 410555 121 2 then press TAB. The table should now look like this: Tip: Notice how the cursor in the row selector. DATABASE BASICS 20 9. When the alert window that reads There is no primary key defined appears, click the button. Access will insert an ID field—the Key field in the table: . BASICS 27 The Friends database window should now look like this: DATABASE BASICS 28 Create forms 1. In the Objects list, click Forms. 2. Double-click Create form by using wizard.