Access Database Design

Technical Support Services

Office of Information Technology, West Virginia University

OIT Help Desk – (304) 293-4444

http://oit.wvu.edu/training/classmat/db/

Last revised: June 26, 2008

Copyright 2008 West Virginia University

Table of Contents
Course Description ............................................................................................. 2 
Understanding Databases .................................................................................. 3 
Data Organization ............................................................................................... 3 
Table Design........................................................................................................ 4 
Keys and Relationships ..................................................................................... 6 
Primary and Foreign Keys ............................................................................... 6 
Defining Relationships ..................................................................................... 7 
Types of Relationships .................................................................................... 7 
Database Design Process .................................................................................. 9 
Common Design Problems: ........................................................................... 10 
Creating a New Database ................................................................................. 11 
Creating a Database from a Template ........................................................... 11 
Creating a Blank Database ............................................................................ 12 
Creating Tables ................................................................................................. 12 
Data Entry ..................................................................................................... 13 
Table Templates ............................................................................................ 13 
Table Design ................................................................................................. 13 
Table Design View ............................................................................................ 13 
Input Mask ..................................................................................................... 14 
Validation Rule and Text ............................................................................... 15 
Required Data ............................................................................................... 16 
Primary Key ................................................................................................... 16 
Creating Relationships ..................................................................................... 16 
Relationship Pane ......................................................................................... 17 
Referential Integrity ....................................................................................... 18 
Activity 1: Designing an Access table ............................................................................18 
Populating the Database .................................................................................. 18 
Importing data from an Excel spreadsheet .................................................... 19 
Notes on Importing ........................................................................................ 20 
Notes on Linking ............................................................................................ 20 
Should you Import or Link a foreign file? ....................................................... 21 
Activity 2: Importing an Access table .............................................................................21 
Activity 3: Link to a table in another database ...............................................................21 

ii Access Database Design

Course Description
This is the second in a series of workshops about Microsoft Access 2007. It deals
specifically with database design and maintenance.
The purpose of this installment is to expose you to the considerations involved in
designing your databases and to introduce you to the various options that Access
provides for importing and exporting data as well as the utilities provided for maintaining
your databases.
Our goal is to assist you to learn the software, understand some basic concepts, and
show you some tips and techniques so you can develop your database
management/programming skills over time.
The six classes in the Access workshop series are:
• Introduction to Access
• Access Database Design
• Access Queries
• Access Form Design
• Access Reports
• Access Macros and Database Utilities

Thank you,
The OIT Technical Support Services Trainers
West Virginia University

Access Database Design 2

Understanding Databases
A database management system (DBMS) is a computer application or program that is
used to store, manage, and retrieve data in computer files. It is generally associated
with large volumes of data or with files where selective retrieval is desired.
Microsoft Access is one example of a DBMS. While using Access is more complicated
than using other components of Microsoft Office, such as Word, Excel, or PowerPoint,
Access is nonetheless a relatively low-end DBMS. For larger databases requiring
greater security and widely shared access, the University uses the Oracle or MySQL
DBMS.

Data Organization
There is a hierarchy of components which constitute the collection of data maintained
by any DBMS:
Database
Record
Field
Value
A database is the entire file or collection of files maintained as a unit by the DBMS.
The University, like most large organizations, has several databases used to manage its
operations: a human resources database of all employees, an inventory database of the
organization’s physical assets, a financial database of receipts and expenditures, and a
student database containing information about students and the courses they take,
among others. Individual departments may have their own databases for different
purposes, just as individual faculty may have databases for information such as
bibliographies of useful works in the faculty member’s field or data collected during an
experiment.
The database is composed of records, which are structured collections of closely
related data. The nature of the relationship among the data in a record will depend on
the purpose of the database. In a human resources database, each record will contain
information about one employee. In a bibliographic database, a record would
correspond to a book, journal article, or other written work.
The structure of a record is determined by the set of fields from which it is composed.
Each field is a place where data with a particular meaning is kept. A human resources
database record would include fields for name, address, social security number, date of
employment, salary, and other information. A bibliographic database record would
include fields for a work’s title, authors, publisher, date of publication, and other
information.
The content of each field in a record is its value—the specific text, number, date, or
other information stored in that field of that record.
There are different types of databases, but we will be looking only at relational
databases, since that is the type of database managed by Access. In a relational
database, there is an additional level in the hierarchy of data organization:

Access Database Design 3

 Database
Table
Record
Field
Value
The records of the database are organized into tables, each of which expresses a
particular relation among the data (hence the name relational database).
In our example of the human resources database, there might be a table for each
employee and another for each department in the organization:
Employee_Name Employee_SSN Employee_Dept Employee_HireDate
Smith 123456789 Accounting 11/12/1989
Jones 123456678 English 3/15/1992
Brown 123452233 Math 12/2/1997
Cooper 134263525 English 5/5/1994

Department_Name Department_Location Department_Authorized_FTE

Accounting 123 Penny Lane 6
English 456 Chaucer Ct. 8
Math 789 Plane St. 4

Table Design
An important part of designing a relational database, including Access databases, is
determining what tables will be used to organize the data.
Consider the simple case of a class list and suppose that we wish to keep track of the
class’s name, number, and department; the name of the teacher; and the teacher’s
office number. We could include all of the information in one table, as shown below.
Class_Name Class_No Class_Teacher Class_Dept Class_Office
Calculus 200 Mr. Brown Mathematics G105
Interior Design 304 Ms Smith Design G103
Algebra 101 Mr. Brown Mathematics G105
Geometry 110 Mr. Jones Mathematics G107
However, if we do so, then repeated department and office information must be entered
each time the same teacher is assigned to teach another class. If one bit of information
changes (e.g., Mr. Brown moves from G105 to G110) then every occurrence of data
containing Mr. Brown's information must be located and updated to avoid data
inconsistency. A different problem arises if Mr. Brown takes a term off for any reason
and so does not teach a class. We would either have to retain a record with Mr.
Brown’s office and department information but with no values in the class name and
Access Database Design 4
number fields (a so-called insertion anomaly), or we would have to remove Mr. Brown
from the database altogether (a deletion anomaly).
Instead, we use two tables to represent the data, one with the minimal information
needed regarding the class and a second table with information about the teachers that
applies regardless of the classes they are teaching.
Class_Name Class_No Class_Teacher
Calculus 200 Mr. Brown
Interior Design 304 Ms Smith
Algebra 101 Mr. Brown
Geometry 110 Mr. Jones

Class_Teacher Class_Dept Class_Office

Ms Smith Design G103
Mr. Brown Mathematics G105
Mr. Jones Mathematics G107
Example 1
The common field, Class_Teacher, would be used to connect the tables, thus allowing
the relation expressed in the one-table design to be recovered from the pair of tables.
Some care must be exercised in decomposing larger tables into smaller ones. For
example, suppose that our original table were split up differently, like this:
Class_Name Class_No Class_Dept
Calculus 200 Mathematics
Interior Design 304 Design
Algebra 101 Mathematics
Geometry 110 Mathematics

Class_Dept Class_Teacher Class_Office

Design Ms Smith G103
Mathematics Mr. Brown G105
Mathematics Mr. Jones G107
Example 2
While this decomposition also avoids the redundancy present in the single table, it gives
us no way to determine which individual is teaching each Mathematics class, even
though we have the Class_Dept field in common to connect the tables to one another.
Access Database Design 5
We can list now some of the undesirable characteristics that we wish to avoid in
designing a relational database:
1. Redundancy. Avoid repeating values unnecessarily. It wastes disk space and
slows processing while introducing the possibility of inconsistency in the
database if not all occurrences of a value are changed at the same time.
2. Insertion and deletion anomalies. Objects whose existences are independent
outside the database should be represented independently inside the database.
In our example, teachers are represented in a table separate from classes since
there can be teachers who are employed but not currently teaching a class.
Likewise, there can be classes in the course catalogue that are not offered every
term and thus would not have a teacher during some terms.
3. Loss of information. We should be able to recover from the database any
relation that exists among the objects modeled by the database. If a specific
teacher teaches a specific class, then that relationship should be evident in the
database.

Keys and Relationships

Primary and Foreign Keys

For the sake of rapid, unambiguous retrieval of data, each table should include one or
more fields that are used to identify uniquely each record stored in the table. This field
or combination of fields is called the primary key of the table.
The contents of the primary key:
• Cannot be duplicated within the table.
• Cannot be null.
• May consist of more than one field.
The primary key is used frequently so its name should not be very long or hard to
remember. Additionally, the size of the key's value affects the speed of database
operations. When a table’s data are stored on a computer disk, the DBMS creates an
index based on the table’s key to speed the location and retrieval of that data.
The primary key is used to link the table with other tables in the database. When a
primary key in one table (known as the source table) is linked to another table (known
as the target table), the connecting field in the target table is called the foreign key. A
foreign key must have the same structure, data type, and field size as the associated
primary key, but it does not have to have the same name. Also, the foreign key in a
relationship between two tables need not be a primary key in its own table.
In Example 1 above, we could use the teacher's last name as the primary key in the
second table. The same field becomes a foreign key in the class table. It could not be a
primary key in the class table because:
• The class table would already have a primary key (probably a combination of
class name and number) and a table is restricted to having only one primary key.
• The entry for Mr. Brown is repeated in multiple records of the class table which
violates the first rule of the primary key.
Access Database Design 6
Thus in a key pair: the foreign key, while it appears identical to the primary key, does
not have to adhere to the same rules as the primary key. It can be duplicated and in
some cases it can be null. However, it must have the same structure as the primary key.

Defining Relationships
For example: in a typical classroom environment Students, Teachers, and Classes
would be stored in separate tables.
• Students could be related to classes by transcript entries and grades.
• Teachers could be related to classes by teaching assignments.
• Classes could be related to students by enrollment and attendance.
To establish a relationship, we link one table's primary key to a foreign key in another
table. But, how do you decide which key to place in which table? To answer this
question, we must determine the nature of the relationship.

Types of Relationships
There are four basic types of relationships:
• One-to-many
• Many-to-one
• Many-to-many
• One-to-one
However, the one-to-many relationship is just the many-to-one relationship viewed in
the other direction, so we can consider them as one, leaving us with only three that we
need to examine.
One-to-Many Relationship (1 - ∞):
The one-to-many relationship is the most
common type. As an example, one teacher
might teach several classes. That is, the
teacher would only have one entry in the
Teacher table but may have several entries
in the Class table, depending upon teaching load. In this relationship, we always link the
primary key of the "one" side of the relationship (the source table) to the foreign key on
the "many" side (the target table). In our previous example, the primary key of the
teacher would be placed into each of the class records for classes that the teacher
taught. A search of the class table using the teacher key would produce a list of classes
taught by the teacher.
Many-to-Many Relationship (∞ - ∞):
In the many-to-many relationship, many
records from one table would be related to
many records in another table. For example:
many students would attend each class and
each student would attend many classes.

Access Database Design 7

Our first impulse is to design a database that would support this relationship by either:
• Including the primary key for every class attended by a student in the student
record, or
• Including the primary key for every student attending a class in the class record.
This approach is faulty since it would result in:
• Huge records in a table with each record containing a large number of similar
fields. Some records would contain many blank fields. This could be a significant
waste of system resources as well as being difficult to implement.
• Inefficient searching and retrieval since a search would have to examine several
fields in each record.
• Data that is hard to update since you would have to search the length of each
record to find the spot to insert the next cross-reference key.
To avoid these problems, we create a relationship between the tables that uses a third
table as a common target for both of the other tables. This would break down the many-
to-many relationship and convert it into two one-to-many relationships. We would then
link the primary keys from each of the original tables (both treated as sources) into the
foreign keys in the third table (common target). Additionally, data that is common to the
relationship between the tables (such as grades or status codes) could also be stored in
the target table to avoid duplication.
In our example, we might create a class detail table called ATTEND that contains the
Class ID and the Student ID for each student attending each class. The new table would
have a one-to-many relationship with students and another one-to-many relationship
with classes. That is:
• For each Class ID, there are potentially many records for attendees, and
• For each Student ID, there are potentially many records for enrolled or completed
classes.
This new table could also hold data fields that are common to the relationship such as
students' grades, attendance records, and their class status.
One to One Relationship (1-1):
A one-to-one relationship normally indicates a
design flaw in the database or a trivial relationship.
In most cases, the two tables in question could be
combined without any problems. However, if the combined table would have a large
amount of empty space, then perhaps they should not be combined for efficiency's
sake. The rule therefore, is to strive for the minimum number of data tables without
affecting the efficient use of data storage.

Access Database Design 8

Database Design Process
The following procedure is a step-by-step guide to designing and implementing a
database. It is, however, only a guide. The exact steps involved in your particular
application will be dependent upon the way you organize your data and what you wish
to accomplish.
Step 1: Determine the purpose of the database.
• Ask yourself what information you want from the database and determine what
data you need to store to provide that information.
• Consider how the data items (fields) will be grouped together within subjects
(tables).
• Talk to the users of the database. What data items do they currently collect?
What reports do they want the system to produce? What questions do they want
the database to answer?
Step 2: Determine the tables you need.
• Look at the way data items are grouped together naturally about a specific
subject. Examine each item and ask what it is about.
• Look for ways to avoid storing or updating the same item in two places.
• Look for ways to eliminate redundant data.
Step 3: Determine the fields you need.
• List the data items that will be stored in each table. Do not attempt to define
relationships and pointer fields at this point, simply list them.
• List the characteristics (or properties) of each item.
• Examine each item carefully to see if it is really related to the table subject. If not,
consider moving it to another table. If another logical table does not exist, re-
examine the table structure.
• Do not include derived or calculated data fields in a table. Make sure you have all
of the basic data needed to calculate a value when it is needed. For example,
don’t store a person’s age in a table, since it would need to be updated each
year. Instead, store the person’s birth date and compute the age when it is
needed. Exception: Store a calculated value if it is extremely complex to
calculate, requires a large amount of calculation time, and is used frequently.
• Make sure that you have all of the data you need. Re-examine all the desired
input forms and reports to make sure that you are collecting everything you need.
Re-think the questions that you will ask of your database. Do you have
everything you need to answer them?
• Store information in its smallest logical parts. For example, put a person’s first
and last name in different fields so that each can be retrieved separately for
sorting or for reports. But put all parts of a street address in the same field
unless you have some special need to use the street name separately from the
number on that street.

Access Database Design 9

Step 4: Determine the relationships:
• Select the primary key fields. Make them unique and easy to remember for
retrievals. Keep the field size small to increase speed without distorting data.
• Set up relationships between tables. Add foreign key fields where necessary.
• Convert all relationships to one-to-many by adding linking tables where
necessary.
Step 5: Refine the design:
• Turn on the computer. It is important that the preceding tasks be accomplished
off-line. If you start creating your database without first thinking through the
design, you will generally focus more on the way you implement instead of an
efficient design.
• Create the database structure as defined and enter a few data records into each
table to test your procedures, data entry forms, and reports.
• Did you forget any fields? Did you select a good primary key for each table? Are
you repeating data frequently as you enter it into a table? Do you have tables
with many fields, most of them empty?
Step 6: Repeat the design process as necessary to minimize or eliminate
questions or problems.

Common Design Problems:

• You have a table with several fields that do not relate to the subject. Redistribute
fields into tables defined by subject.
• You have a large number of records with many blank fields. Break the table into
two or more subject-oriented tables.
• You have the same field repeated in several tables. Try consolidating all of the
information relating to a specific subject into a single table.

Access Database Design 10

Creating a New Database
Access provides two principal methods for creating a new database. You can start
completely from scratch with a blank database, or you can start with a database
template (a number of which are provided by Microsoft) and modify it to meet your
specific needs. We will devote most of our time to the first method, but let’s briefly
consider the second method.

Creating a Database from a Template

When you start Access, you see the following screen, in part:

The icons under the heading “Featured Online Templates” are among the templates
upon which you can base your new database. You can click on
one of the icons in order to download the template from Microsoft
or select one of the categories listed to the left under “From
Microsoft Office Online” to see a somewhat broader selection of
templates in each of the categories.
When you select a template from any of these sources, a
description of it will appear on the right side of the Access
window, including a Download button that you can click to
retrieve the template after specifying your own name for the
database and choosing the location on your computer where it
will be stored. (The software will check that you are using a valid
copy of Access before the download proceeds.) An example
description appears to the right.

Access Database Design 11

When the download is complete, the file will open to
show you a complete but empty database, including
tables, queries, forms, reports, and macros as
needed. You can use the database as is by
populating the tables with your data, or you can first
modify the database design by adding or removing
objects, changing field names or their properties, and
otherwise tailoring the database template to your
specific needs. The methods by which you’ll make
such changes are just the same ones you’ve been
hearing about, or will hear about, in this series of
workshops. For this workshop, we’ll study the
creation, population, and modification of tables using
a database we build from scratch.

Creating a Blank Database

Creating a blank database is very simple. Click on
the “Blank Database” icon on the opening screen for
Access. In the pane that opens on the right side of
the Access window, give the database a name and
indicate where you want to store it (by clicking on the folder icon to the right of the name
and navigating to your chosen location). Then click on the Create button.
The database will open with a single object, a table named Table1, as illustrated below.

From the design work that you’ve done off-line, you should have a good idea of the
tables that you need to create, the fields to be stored in each table, and the
relationships between the tables. Now you’ll implement that design using the tools
provided by Access. For your first table, you can rename and modify Table1 using
Design View, or you can discard Table1 and use either of the other methods of creating
tables described below.

Creating Tables
Access provides at least four methods for creating tables.
We’ll look at the three that you can use without having a
SharePoint server available to you. All are initiated from the
Create ribbon, a portion of which is shown to the right.

Access Database Design 12

Data Entry
You can create a table in Access simply by entering data into a blank table by typing it
in or by copying and pasting from some other source, such as an Excel spreadsheet.
Position yourself to do so by clicking on the “Table” icon at the left end of the Create
ribbon. Your initial view of the table will look just like the new blank database shown
above.
Start in the shaded box under “Add New Field” and type the value of the first field in the
first record of your table.
• Press the Tab key to move to a new field in the same record.
• Press Enter to move to the next record.
When you first close the table, Access will ask you to name it and will establish other
table properties based on the values present there. Field names will be Field1, Field2,
and so forth. Once created, the table can be modified in design view.

Table Templates
The table templates menu on the Create ribbon offers a small
collection of pre-defined tables, shown to the right. If there is
a table in the list that comes close to meeting your needs,
you can select it to create the table and then modify the table
in Design View so that it matches your design precisely.

Table Design
If there is one table creation method with which you must be
familiar, it is Table Design, because it provides the means by
which you can adjust a table’s properties, however the table
was originally created. When you click on the Table Design
icon in the Create ribbon, you are presented with a
worksheet for specifying the fields in the new table. At a
minimum, you must supply the name of each field and select
the type of data it will hold. You can also provide a
description of the field and specify other properties such as
input mask and validation.

Table Design View

You can open the Design View of any table by selecting the table and then
clicking on the Design View icon at the left end of the Home ribbon. In Design
View, you can add or remove fields and change the properties of fields.
The main part of the Design View pane lists the names, types, and
descriptions (if any) of the fields in the table, as illustrated below.

Access Database Design 13

When a field is selected, as Middle Name is in the illustration above, the Property Sheet
for that field will be displayed at the bottom of the Design View pane.

You can adjust the properties to meet the needs of your database. When you select
one of the properties, a brief description of it is displayed in the blue area to the right.
Further information is available by pressing the F1 key to access context-sensitive help.
In this example, you might change the Field Size of 255 characters, since that is much
larger than anyone’s middle name.
Some of a field’s properties can be used to reduce if not eliminate data entry errors by
imposing restrictions on what values are permitted in the field. An input mask,
validation rule, and other specifications can each help in some circumstances.

Input Mask
You can use an input mask to ensure that commonly used data like phone numbers,
dates, and zip codes are properly entered into the database. Here’s how:
1. Select the field for which you want to set an input mask by clicking on it in the list
of fields.
2. Click in the Input Mask line of the field’s properties. An icon containing an ellipsis
( ) will appear at the right end of the line.
3. Click on the ellipsis icon to open the Input Mask Wizard.

Access Database Design 14

 4. Select one of the
standard masks from
the list or click on Edit
List to create your own
mask.
5. Proceed through the
remaining steps of the
wizard, responding to
each question that is
posed and clicking on
the Next button to
move to the next step.
6. When you finish with
the wizard, code that
represents the choices
you made in the wizard
will be put in the Input
Mask line of the
properties sheet. That code will control the appearance of the data entered into
the field. In the case of the phone number example used here, it will prevent
non-digits or the wrong number of digits from being put into the phone number
field.

Validation Rule and Text

A validation rule for a field can specify conditions that the field’s value must satisfy to be
accepted into the database. Typically, the conditions are upper and/or lower limits on a
numerical value or date. The validation text, if provided, will be used in an error
message displayed for database users who attempt to enter an invalid value, so it
should help them understand what is required in the field.
To set a validation rule and text:
1. Select the field for which you want to set a validation rule by clicking on it in the
list of fields.
2. Click in the Validation Rule line of the field’s properties. An icon containing an
ellipsis ( ) will appear at the right end of the line.
3. Click on the ellipsis icon to open the Expression Builder, or, if you wish, simply
type the expression for the rule directly into the properties sheet.
4. Click in the Validation Text line of the field’s properties. Type the message that
should be displayed if a database user enters an invalid value.
For example, in a database containing information about current employees, you might
feel that no birth date should be earlier than 1908. In that case, type “> 1/1/1908” as the
validation rule and something like “Birth date can be no earlier than 1908” for the
validation text. You may find that Access will adjust the syntax of your validation rule.
In this instance, for example, it will be modified to read “>#1/1/1908#”.

Access Database Design 15

Note: Iff you add a validation rule to a table that alre
eady has data in it,
be sure to click on the “Test Validation
V R
Rules” icon in
i the Desig
gn ribbon
to determ
mine if any existing da
ata already violates the e rule.

Requirred Data
Some fieeld values may
m be so critical that you wish too require th
hem in any record of your
y
table. For
F a table containing
c d
data about people, youu might insist on havin
ng a last na
ame
for each
h person in the databasse (unless, I suppose,, your datab
base includ
des Cher orr
T require a value for a field:
Sting). To
1. Select
S the fie
eld whose value
v is to be required
d by clicking
g on it in the
e list of field
ds.
2. C
Click in the Required
R lin
ne of the fie
eld’s properrties. An iccon indicatin
ng a drop-d
down
m
menu will ap
ppear at the
e right end of
o the line.
3. Click
C on the drop-down
n menu icon
n and selecct Yes from the list.
Note: Iff you speciffy a requireed value in a table thatt already haas data in
it, be sure to click on
o the “Test Validation n Rules” ico
on in the Deesign
ribbon too determine e if any exissting data already
a viola
ates the req
quirement.

Primarry Key
Access insists that each table
e have a primary key. If you try to
o save a neew table witthout
having specified
s a primary keyy, Access will
w offer to create a ke ey for you. There are,
thus, two
o ways to designate
d th
he primary key for a ta
able:
1. Iff there is no
o field in the
e table that can serve as a primarry key, you can accep pt the
offer that Ac ccess make es when you u save a table lacking a key. In that
t case, a
new field willl be inserte ed into the table.
t Typically, the name of the new field will
w
be ID and its s data type will be AutoNumber. As you entter data into o a table wiith
such a prima ary key, Acccess will suupply value
es in the ID field autom
matically,
beginning with
w 1 and in ncreasing sequentially.
2. Iff there is a field
f that co
ould be a ke
ey—such asa a WVUID D field in a table
t of
W
WVU emplo oyees or stu udents—the en you can manually specify
s it ass such.
S
Simply selecct the field in
i Design View
V and cliick on the Primary
P Keyy icon
in
n the Design ribbon.

Creatiing Rela
ationship
ps
The gen
neral proced
dure for cre
eating a rela
ationship in
n Microsoft Access
A is to
o:
• D
Determine th
he type of the
t relationsship and identify the source
s and target table
es.
• Iff necessaryy, create a linking or crross referen
nce table to
o serve as the
t common
taarget thereb
by resolve a many-to-m many relationship.
• C
Create the fo
oreign key field(s) in th
he target ta
able if they are not alre
eady presen
nt.
• S
Select the Database
D Tools ribbon
n.
• C
Click on the Relationships icon in
n the ribbon
n.
• A all of the tables invvolved in th
Add he relationsh
hip to the window.
w
• Create the relationship(s) by dragging the primary key(ss) from the source(s) and
C
dropping the
em on the associated
a f
foreign keyy(s) in the ta
arget(s).
Access Database
D gn 16
Desig
Relationship Pane
To open the relationship window go to Database Tools > Relationships.

If your database does not have any relationships defined, the Show Table dialog box
will automatically be displayed. Use it to add the tables you want to relate.
Once you have selected all the tables you want to relate, define a relationship between
two tables by dragging the field that you want to relate from one table to the related
field in the other table.
In most cases, you drag the primary key field (which is displayed with a key icon next
to it) from one table to a similar field (often with the same name) called the foreign key
in the other table. The related fields are not required to have the same names (though
it’s good practice to make them the same since it reminds you where the relationship
comes from), but they must have the same data type and contain the same kind of
information. In addition, when the matching fields are Number fields, they must have
the same Field Size property setting.
Once you have created the
relationships, the Edit Relationships
dialog box is displayed. Check the
field names displayed in the two
columns to ensure they are correct.
You can change them if necessary.

Access Database Design 17

Referential Integrity
Referential integrity is a system of rules that Microsoft Access uses to ensure that
relationships between records in related tables are valid, and that you don't accidentally
delete or change related data. Under the rules of referential integrity, you cannot enter
data in a foreign key of a target table unless the same data already exists in a primary
key in the source table. When you complete the drag-and-drop operations described
above, Access provides a dialog box that allows you to set referential integrity.
This means that, if referential integrity is set on the relationship between the teacher
table and the class table and a teacher is assigned to teach a course, Access will not
allow you to delete that teacher’s record in the teacher table. It will also not allow you to
assign a teacher to a class if they are not in the teacher table.
If you choose to set referential integrity, then two other options are available for your
use:
• Cascading Updates: If you make a change to the primary key in the source table,
then that change is cascaded to all related foreign keys in the target table.
• Cascading deletes: If you delete a primary key in the source table then all related
records in the target table are also deleted.

Activity 1: Designing an Access table

Open a new blank database in Access. Use Design View to create two related tables
either for a database of your own devising or for the data described below. Use the
relationship window to establish a relationship between the two tables. What referential
integrity settings make sense for your database?
Feel free to devise your own tables or create these two tables using appropriate data
types for each field:
Student table: Student_ID, First_name, Last_name, Birthdate, Financial_aid,
Dorm_room
Room table: Room_ID, Building, Room_number, Capacity

Populating the Database

Once you have designed the tables for your database and established relationships
between them, there are several ways to put data into the tables: typing the data,
perhaps with the aid of forms, lookup lists, or other methods of ensuring the accuracy of
the data entered; importing data from an existing repository such as a spreadsheet or
another database; and linking to an existing file containing data. Some or all of these
methods might be used to build a single database.
Forms are the topic of a future workshop in this series of Access workshops, but we will
touch on the other methods now.
The External Data ribbon is the principal locale for tools allowing you to exchange data
with other files, whether you are importing or exporting data.

Access Database Design 18

Importting data from an Excel spreadshee
et
Open the database
e.
1. S
Select the External
E ata ribbon, and
Da a click on
n the Excel tool in the
e Import secction
of the ribbon
n.

n the Get External

2. In E ata window,, use the Brrowse butto
Da on to locate
e the file to be
im
mported.
3. C
Choose one e of the thre
ee options fo
or incorporating the sp
preadsheett data into the
database: (a a) importingg into a new
w table, (b) appending to an existing table, or
o (c)
lin
nking to the
e spreadshe eet.
4. F
Follow the directions
d in
n the Importt Spreadshe eet Wizard in order to select whicch
sheet of the Excel file iss to be use
ed, indicate whether it has a head der row, spe ecify
th
he type of data
d in each
h column to o be importe ed, determiine how the e primary ke ey
w be speciified, and name the table in which
will h the data is to be put. If you aree
im
mporting daata into an existing
e tab
ble, then you must be sure
s that th
he first row of
th
he sheet coontains all of
o the field names
n for that table so
o the imporrt wizard ca an
determine where
w each value shou uld be storeed.

Access Da
atabase Design
n 19
Notes on Importing
• You can import or link all the data from a spreadsheet, or just the data from a
named range of cells.
• You can create a new table in Access based on the data.
• You can append the data to an existing table as long as your spreadsheet
column headings match the table's field names.
− If you attempt to append a table which contains a primary key field and your
data for that field contains null or duplicate values you will experience an
error.
• Access attempts to assign the appropriate data type to imported fields, but you
should check your fields to make sure that they are set to the data type you want.
− For example, in an Access database, a phone number or postal code field
might be imported as a Number field, but should be changed to a Text field
in Microsoft Access because it is unlikely that you will perform any
calculations on these types of fields. In the case of zip codes, leading
zeroes will be lost if the zip code data is brought into a Number field, but not
if it is brought into a Text field. You should also check and set field
properties, such as formatting, as necessary.

Notes on Linking
• If you link to a file and that file is deleted or moved from its original location (e.g.,
it is placed in a different folder or drive) the link to the file will be severed. You
then have to use the Linked Table Manager to re-establish the link if the file has
not been deleted.
• If you link to a file on a local area network, it is best to use a universal naming
convention (UNC) path, if you know it, rather than relying on the drive letter of a
mapped network drive in Microsoft Windows Explorer. A drive letter can vary on
a computer or may not always be defined, whereas a UNC path is a reliable and
consistent way for Microsoft Access to locate the data source that contains the
linked table.
• Universal naming convention for files that provides a machine-independent
means of specifying the file’s location. Rather than using a drive letter and path,
a UNC name uses the syntax \\server\share\path\filename.

Access Database Design 20

Should you Import or Link a foreign file?
In making that decision, consider that Access works faster in its own file format and that
you can customize that format to meet your needs. This suggests that importing is the
way to go. But consider, too, the role of the data in the external file. Do you want to
capture that data as it is now or do you want your database to reflect future changes in
the external file as they are made? In the former case, import the data; in the latter
case, link to it.
In general:
• Research the procedure.
• Make backup copies of all files.
• Test the import or link procedure.
• Test the foreign files in Access thoroughly before discarding backups.
Before you import or link to external data, it is important to check that the data is
arranged in an appropriate tabular format, and has the same type of data in each field
(column) and the same fields in every row.

Activity 2: Importing an Access table

Use the Access import tool on the External Data ribbon to import a new table into your
database from the Faculty database in the OIT_Workshops folder.

Activity 3: Link to a table in another database

Use the Excel import tool on the External Data ribbon to link to a worksheet in one of
the files in the Excel subfolder of the OIT_Workshops folder, as specified by your
instructor.

Access Database Design 21