Tables should be flexible and effectively designed in Microsoft Access. The article will provide 8 simple tips to do so.
Databases are all about tables and how conveniently they display the information stored in them. It’s important for them to be flexible, reliable, and informative. That’s the reason why it is essential to assign relevant properties to these tables. The following article will provide eight simple tips to create Flexible tables in Microsoft Access.
1. Naming of the Fields
Name of the field is its identity and thus it should give a fair idea about the field’s purpose and data type. Random and inapt name fields create unnecessary confusion. MS Access allows 64 character limit to the field names which should only contain letters, numbers, and spaces. However, it’s advised not to include spaces in the field names as it further creates problem in working with VBA and SQL codes.
2. Using table level properties
Access gives you the option of assigning properties to the tables like format, caption, Description, Validation Rule, Validation Text, etc.
3. Data Type Effort
It’s recommended to use only text based data type and not number based even if it’s for numeric data storing. It saves a bit of memory and is more convenient.
4. Using Field Size
Choosing the appropriate field size and data type makes the table flexible and leaves no space for confusion. Users should preferably choose the smallest field size and data type as it helps in validation.
5. Improve performance through Indexing
Indexes sort the data logically as per the data type and if it’s done right, then it can improve performance considerably. Users shouldn’t set multiple indexes because it slows down the processing. However, users need to understand that Primary key sorts the data automatically without manual efforts and most of the tables with less data only require Primary Key.
6. AutoNumber Constraints
If you wish to create a unique number for the records in your data, you should use AutoNumber field and it typically can work as a primary key. It works as a surrogate key and a table can have only one AutoNumber field. Although, it starts with the value ‘1’ by default, users can change the value too.
7. Using Analysis Tools in Access
To refine the design of your table, you can use Table Analyzer Wizard and Performance Analyzer. Table Analyzer helps in reviewing the table and suggests changes which you can make. The performance Analyzer analyses the database and provides suggestions for more improvement in your table’s design.
8. Table Properties
Just like fields, tables also have properties to define their purpose. You can access the table properties by opening the table in Design view. There you have the option of properties under the View menu. There are properties like Order By and Subdatasheet Name which specifies the order of sorting in Access. Usually, the sorting is done according to the primary key but you can alter as per your preferences. You can also disable the sub-datasheet name property by setting it to ‘None’.
In case you ever encounter a data error while working on an Access database, you may be looking at an Access damage scenario. To avoid any chances of data loss, you should immediately call in a powerful recovery tool to extract the compromised data in quick time.
Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including mdf repair and excel recovery software products. For more information visit www.datanumen.com