Access 2016 Advanced

Lesson 2 – Analyzing Tables

Access 2016

A NALYZING A T ABLE

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Discussion

When you create or analyze a table, you should look at its structure to determine the efficiency of its design. If the same information appears in multiple records, the table can probably be split into two related tables. Splitting a table is more efficient because the tables are then smaller and, as a result, easier to manage. In addition, information will only need to be entered one time. Smaller tables also reduce the chance of making data entry errors.

If you feel that a table may need to be split, you can use the Table Analyzer Wizard to analyze it for you and suggest which fields should be in each table. The Table Analyzer Wizard can also create the correct table relationships.

U SING R ELATIONSHIPS IN S PLITS

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Discussion

When the Table Analyzer Wizard splits a table, it creates the necessary relationships in the resulting tables. These relationships allow data from all the tables to be used in queries, forms, and reports.

Access provides three types of relationships: one-to-one , one-to-many and many-to- many. When a table is split, a one-to-many relationship is usually created. This relationship allows one record in the first table to be related to many records in the other related tables, eliminating data duplication.

U SING THE T ABLE A NALYZER W IZARD

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Discussion

The Table Analyzer Wizard looks at a table to determine if it contains duplicated information. If the Table Analyzer Wizard determines that a table has a lot of duplicated data, it splits the table, creating new tables, leaving the original table intact.

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