Tables are a necessary part of all databases. While they are straightforward, there are things you can do to develop a better table. This article looks at some of the best tips to help you develop your Access tables.
While there are many good things about Microsoft Excel, it does have a downside when you start to work with Access. You do not learn how to manage data in Excel. Microsoft Access requires you to think in terms of data management.
This article is designed to help you think of tables in terms of data management. The more your tables reflect a data plan, the more effective they are.
1.Properties – Boost the Access’s Efficiency
The typical Access users doesn’t spend much (or anytime) thinking about table properties. But you should. If you add the right level of properties, you will find Access runs a lot smoother.
The following are the properties that you can use to improve your database.
- Format – specify how data displays
- Input Mask – sets parameters for how data must be entered
- Caption – displays a text about the controls
- Description – appears in the status bar
- Default value – populates the specified value when none are entered
- Validation Rule – sets condition required for Access to accept an entry
- Validation Text – text displayed if an entry is denied by the Validation Rule
All of these are things you can set. Data entry personnel will be very pleased to have most of these because it helps them. And you will have much cleaner data.
2. Field Names
Field names are very important when creating your tables. This means you have to consider them carefully before you add data.
1) Appropriate Names
The purpose of field names is to identify the data in a way that helps you know which data should be retrieved. For it to work, you need to be able to quickly glance at the field name and know what the data represents. Names like LastName, CellPhone, and AreaCode provide enough information to know what the data means.
Keep the name short. The recommendation is up to 64 characters. Do not use symbols. Also, make sure you don’t used reserved words for the field names.
2) Avoid Spaces
Spaces are something you need when writing. For databases, they just confuse the system. You have to think like a computer (or don’t think like a person) when creating your tables. The simpler the field name the better. This will make your queries and macros run smoother.
You can add captions for people to decipher what the fields are. This will display the name in a way you can easily read it without interfering with the database.
3.Be Selective with Indexes
Indexes can improve your database’s performance. It can also slow your database when indexes are not done properly. You need to establish all of the necessary indexes to help Access identify the right information. Just don’t get too carried away. Too many indexes slow Access, and they can be incredibly difficult to maintain.
The following are a few things to keep in mind when creating your indexes.
- Primary keys already have an automatic sort. Often that is the only index you will need.
- If you need an index for tables with primary keys, set it up as a secondary index on the second field.
- Index your foreign keys.
- If a table will require frequent updates, an index will slow it down.
Data maintenance is notoriously difficult. It isn’t because the task itself is difficult; it is more a reflection of the vast amounts of data. If you are having trouble with tables or if you think some tables or data have gotten corrupted, contact an expert. An expert can help you repair Access with minimal loss.
Victor Ren is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair xlsx problem and word recovery software products. For more information visit www.datanumen.com