Microsoft Access: Creating Tables and Specifying Primary Key

Microsoft Access is a relational database management created by Microsoft and is a part of Microsoft Office. Its main function is that it stores data in its own format and it can also import or link directly into other applications like Excel, Outlook, XML, Sharepoint, Paradox and SQL.

Creating Tables

In Microsoft Access, a table is a group of data that is about a specific topic. In database term, a table is responsible for storing data in the database. A database table consists of fields which are columns, and records which are rows. It is possible to have multiple tables in a database. In creating a table in Microsoft Access, here is what you need to do:

Create a new database. You can choose from Blank database, Blank web database, Recent templates, Sample templates, or My templates. You can also change the file name of your database. When you are satisfied with your options, you can click “Create”Creating table

Access will now bring you to a blank table that you can start with.Creating table 2

The screenshot above shows the table which you can input your data.

If you wish to add another table:

1. Click on “Create tab” of the ribbon

2. Click “Table

3. You will be brought to a new blank table named “Table 2”Creating table 3

Specifying Primary Key

First and foremost, what is a primary key? The primary key provides unique value for every row in your table and its role is to identify the records in such a way that the users will be assured of the accuracy and efficiency of the record that is being identified. In a table, it is important to have at least one primary key although multiple primary key is possible.

Here are two ways you can specify your primary key in your table:

First Option

In Home ribbon, Click “View” and choose “Design View “

specifying primary key

From there you will be asked to change the name of your table. Change the name and enter

1. Select which field you want to be set as your primary key.

2. Click the “Primary Key” buttonspecifying primary key 2

Second Option

In Home ribbon, Click “View” and choose “Design View “

Specifying primary key 3

From there you will be asked to change the name of your table. Change the name and enter

Right click the Field you wish to set as your Primary Key and choose “Primary Key”Specifying Primary Key 4  

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