How to build a relationship in microsoft access

3 Best Practices to Build Effective Relationship Tables in MS Access - Data Recovery Blog

how to build a relationship in microsoft access

If you want to build a table relationship in Access , you must first open the For each pair of tables you want in the relationship, click the table and then click. Describes how to define relationships in a database in Access This article applies only to a Microsoft Access database .mdb A relationship helps you combine data from two different tables. In an Access desktop database, you can create a relationship in the Relationships window.

how to build a relationship in microsoft access

How to define a many-to-many relationship To create a many-to-many relationship, follow these steps: Create the two tables that will have a many-to-many relationship. Create a third table.

Create a relationship - Access

This is the junction table. In the junction table, add new fields that have the same definitions as the primary key fields from each table that you created in step 1. In the junction table, the primary key fields function as foreign keys. You can add other fields to the junction table, just as you can to any other table.

In the junction table, set the primary key to include the primary key fields from the other two tables. Note To create a primary key, follow these steps: Open a table in Design view.

how to build a relationship in microsoft access

Select the field or fields that you want to define as the primary key. To select one field, click the row selector for the desired field. To select multiple fields, hold down the Ctrl key, and then click the row selector for each field.

how to build a relationship in microsoft access

In Access or in Accessclick Primary Key on the toolbar. Define a one-to-many relationship between each primary table and the junction table. Referential integrity Referential integrity is a system of rules that Access uses to make sure that relationships between records in related tables are valid, and that you do not accidentally delete or change related data. The matching field from the primary table is a primary key or has a unique index. The related fields have the same data type.

how to build a relationship in microsoft access

There are two exceptions. Both tables belong to the same Access database. If the tables are linked tables, they must be tables in Access format, and you must open the database in which they are stored to set referential integrity. Referential integrity cannot be enforced for linked tables from databases in other formats.

  • 3 Best Practices to Build Effective Relationship Tables in MS Access

The following rules apply when you use referential integrity: You cannot enter a value in the foreign key field of the related table that does not exist in the primary key of the primary table. However, you can enter a Null value in the foreign key. This specifies that the records are unrelated.

For example, you cannot have an order that is assigned to a customer who does not exist. You cannot delete a record from a primary table if matching records exist in a related table.

Create a relationship

For example, you cannot delete an employee record from the "Employees" table if there are orders assigned to the employee in the "Orders" table. You cannot change a primary key value in the primary table if that record has related records. For example, you cannot change an employee's ID in the "Employees" table if there are orders assigned to that employee in the "Orders" table.

how to build a relationship in microsoft access

Cascading updates and deletes For relationships in which referential integrity is enforced, you can specify whether you want Access to automatically cascade update or cascade delete related records. If you set these options, delete and update operations that would usually be prevented by referential integrity rules are enabled. When you delete records or change primary key values in a primary table, Access makes the necessary changes to related tables to preserve referential integrity.

These relationships not only make your Access databases more comprehensive but also easier to manage. As a user of the application, you might feel that it is easy to create relationships and it does not involve any complex process, but that is not completely true. There might not be any rocket science involved in the process but there are some key points you should follow.

Table Relationships in MS Access A one-to-many relationship in MS Access is the most commonly used type of relationship in the application as it works well for many different kinds of databases. One-to-one relationship, on the other hand, does not prove to be that useful as it usually ends up collapsing all your data in one single database, making it difficult for you to make sense of the head and toe of the databases.

A many-to-many relationship is also one of the confusing and difficult to understand ones in MS Access. These can be used for linking multiple records from your table to several other records in another database, but are difficult to make sense of. You can reduce the redundancy by making use of relational databases instead of flat databases.

How to define relationships between tables in an Access database

The field that your lookup will use as the source for values must already exist before you create your lookup field. Open the table where you want to create a new lookup field by double-clicking it in the navigation. In the above example, click the Employees table. Click in the Field Name column just below the last field in the table and type a name for your new lookup field. In the example, type Region as the field name.

In the Data Type column, click the arrow and select Lookup. The Lookup Wizard starts. On the first page of the Lookup Wizard, select I want the lookup field to get values from another table or query. More options appear in the dialog box. Select the name of the table or query that should provide the values for your lookup. In the example, select Table: After you select the table, use the Which value do you want to display in your lookup list to select the field that you want to use as a display value for your lookup field.

By default, Access selects the first text field it can find in the selected table. In the example, you would leave the selected field, Title, as the display value.