← Years 7–8 Data & Information

Creating a database table and entering records

Make a new table by adding fields in design view, then type each record into its own row in datasheet view. Save the table so your data is kept.

Part of: 7-8 Digital Technologies: Acquiring, storing and validating data — Module 23, ACARA Digital Technologies Years 7–8 — Structured Data and Queries — Module 21

Understanding Creating a database table and entering records in Years 7–8 Data & Information

What it does: In design view each field needs a name and a data type. Here the field Score holds numbers. Saving stores the table under a name. Without saving, your fields and records could be lost. Each row is a record. Each column is a field. The fields set up the structure first, so you know where each piece of data goes. You can edit a single value in a record without redoing the whole table. Deleting a record removes one row. Deleting a field would remove that data for everyone.

Common mistakes: The table must be saved so the design and data are kept. Line 4 should be 'Save table as Students'. Closing without saving would lose the table. An age is a number, so the field type should be Number. Yes/No can only store one of two answers, so it cannot hold ages like 12 or 13.

Class: _____________________  ·  Name: _____________________  ·  Date: _________

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This module's key terms are also in a printable crossword (Modules 47–80) and word search (Modules 9–80).

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Learning
Duo
You want to add the fields (columns) for a new table. Which view do you use?
Datasheet viewDesign view
Matches
Typing a whole new record into the field names row in design view
↓
Records are typed in datasheet view, not design view. Design view is only for building fields.
Applying
Meanings
Term
Create table
Meaning
Make a new table by adding fields in design view, then type each record into its own row in datasheet view. Save the table so your data is kept.
Practice
Table: Pets
Testing
Gaps
Add fields to the table in view
Check Answer
Spots
3Field: Age, Number
4Close without saving

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Quick Questions

1. You want to add the fields (columns) for a new table. Which view do you use?
A. Datasheet view
B. Design view ✓
Design view is where you set up the table's fields and choose their names and data types.
2. You want to type in a new record. Which view do you use?
A. Datasheet view ✓
B. Design view
Datasheet view looks like a spreadsheet grid. You type each record into its own row.
3. In a table for your class, what does ONE row hold?
A. One field, such as every student's name
B. One record, such as one student's details ✓
Each row is a record. Each column is a field.
4. Which order is correct when you make a new table?
A. Add the fields in design view, then enter the records in datasheet view ✓
B. Enter the records in datasheet view, then add the fields in design view
The fields set up the structure first, so you know where each piece of data goes.
5. You have finished adding your fields and records. What should you do so your data is kept?
A. Save the table and give it a clear name ✓
B. Close the program without saving
If you don't save the table, you could lose your fields and records.

Match the Pairs

Design view → The screen where you build the table by adding fields and choosing a data type for each one
Datasheet view → The grid screen where you type each record into its own row, one value under each field
Adding a field to a new table in design view, with a name and a data type → Field Name: Score | Data Type: Number
Saving your table so the fields and records are kept → Ctrl + S, then name it Students
Typing a whole new record into the field names row in design view → Records are typed in datasheet view, not design view. Design view is only for building fields.
Row 1: Mia, 13, Jai, 12 (two students in one row) → Each row is one record, so two students must not share a row. Put Jai in the next row.

Key Term

Create table
Make a new table by adding fields in design view, then type each record into its own row in datasheet view. Save the table so your data is kept.

Fill in the Blanks

1. Add fields to the table in Design view
Hint: Type the name of the view where you add fields to a new table
2. Type each record in Datasheet view
Hint: Type the name of the view where you enter records into rows
3. Each record goes in its own row
Hint: Type the part of the table that holds one whole record
4. Press Ctrl+S to save the table
Hint: Type the action that keeps your table and its data
5. Select a row and press Delete to remove it
Hint: Type the key used to remove a selected record

Spot the Error

Question 1
A Open Design View
B Field: Name, Short Text
C Field: Age, Number
D Close without saving
E Open Datasheet View
Line D — The table must be saved so the design and data are kept. Line 4 should be 'Save table as Students'. Closing without saving would lose the table.
Question 2
A Open Design View
B Field: Pet, Short Text
C Field: Age, Yes/No
D Save table as Pets
Line C — An age is a number, so the field type should be Number. Yes/No can only store one of two answers, so it cannot hold ages like 12 or 13.
Question 3
A Fields: Name, Age (Number)
B Row 1: Mia, twelve
C Row 2: Sam, 13
D Save table
Line B — The Age field is a Number field, so it needs the digits 12, not the word 'twelve'. The database would reject the text.
Question 4
A Open Design View
B Add records: Mia, 12
C Open Datasheet View
D Type records in new rows
Line B — Design view is for adding fields, not records. Line 2 should add the fields Name and Age. Records are typed later in datasheet view.
Question 5
A Open Datasheet View
B Click the cell with the error
C Delete the whole table
D Save table
Line C — To edit a record, you click the cell and type the correct value over it. Deleting the whole table would throw away all the records.

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