Could you save the data of your company, university or business in separate tables in the same . For example, for an insurance company it would work to have a table with clients and another with the claims that have occurred.
However, with you will be able relate the information of several so that you save time and find the information you need without any type of error.
To achieve this, you need to know how to use the tool that it offers you. Microsoft Access so you can make the most of it. In this post we will explain how to do it. Check out.
What is the use of relating tables in Microsoft Access? Main advantages
When you link and relate access tables you will be able obtain the information without having to visualize each of the tables in which the data you need is found. In other words, you will have access to this data with a few steps, which will save time, avoid making mistakes and improve the efficiency of the results of your task.
This will be possible, since in these relationships you can also extract the data that will be important to you and which ones will not. This will allow you to eliminate redundancy and duplication of data, making queries a perfect analysis tool. You will also be able to convert an extensive database into something more manageable for the user.
What to consider before relating tables in Access?
Since Access is a relational system, there are at least 3 kinds of bindings. You have at your disposal the relationship One-to-One, One-to-Many, or Many-to-Manybeing the one that you will use the most One to Many where there is a parent table and a child table. This means that Access allows establishing a record of the primary table associated with several of the secondary table.
But you have to keep in mind that the records from the child table can only have one record from the parent table. It is also necessary that you consider before relating tables in Access the indication of the common fields between parent and child table. These must have the same parameters or values for the relationship to be given.
Learn step by step how to relate tables in Access
With your open database and two or more tables you can start to establish relationships. Since the relationship One to Many It is the most used, we will take this as an example. There are several ways to access the function Relationsone of the simplest is by right clicking on the blank part of the database.
This will cause a drop-down menu to open and among your options will be: Relations, which you must select. Another way that you have is accessing through the tab File and then clicking on the Information option. You can even select the tab database tools and press the icon Relations. The icon you should look for is concept map.
Then, you will have to follow this process:
- Choose the tool Show table and click on it to display the available tables.
- inside the box show table Click on the Tables tab.
- Press on the key Ctrl and then in the tables you want. Then click on Add.
Now is the time to establish the relationship, where you must remember that there is a parent table and a child table.
Follow these steps:
- First you address the child table and right click on it.
- In the drop down menu you choose table layout to be displayed in the mode Design.
- You need to indicate that there is a relationship with the parent table and for that you will create a new field. It is appropriate that the new field have the same name as the field ID from the main table on which you will base your relationship. For example, if in a parent table named Students the field exists id name then in the child table first student there must be a field with the same ID name.
- Once the field is created, guard the modifications and close Design mode.
- Go back to the Relations function where you can see The tables.
- To generate the relationship click on the ID field (Id name in the example) from the first table (Students in the example) dragging it to the ID field (Id name) that you created in the second table (First student in the example).
- Automatically, after dropping the selected element, a box called Modify relationships.
- You’ll see the two tables plus the relationship type (in this case one-to-many) and then various options below. You will need to check the boxes Enforce referential integrity, Cascade update related fields Y Cascade delete related records.
- Select Create and you will see the relationship marked by a thick connection line between both tables.
- save changes before closing the tab Relations.
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