Ms access lookup table relationship diagram

Create a relationship - Access

ms access lookup table relationship diagram

Topic: Relationships in ER Diagram and Relationships in MS Access. Summary . where you need to perform a lookup within the same table. For example, in. Create a database diagram with one click. View all your table relationships and print your diagram for reference or planning. Access has an inbuilt feature that. A well-organized Access database has relationships between fields in different in the Relationships window, click Save to save your relationship layout changes. Instead of creating a relationship in an Access web app, you create a lookup.

As employees are terminated, their EmployeeIDs are never reused even if the employee is deleted from the table.

Relationship Report with extended field information

When an invoice is prepared it can be linked to the employee who prepared it by storing the EmployeeID in the Invoices table.

To turn a field into a Primary Key for its table, select the field while in Design View and click the Primary key icon. Note that if you attempt to save a new table without specifying a Primary Key, Access will ask you if it should create one for you. If you already have an AutoNumber field, it will use this as the Primary Key, otherwise it will create one for you. Lookups Drop-Down Menus One convenient way of creating a relationship between two tables is to set up a Lookup field which has the nice side-effect of making a drop-down menu.

For instance, when creating a new record for the Invoices table you could select the CustomerID for the invoice by pulling down a list of customers rather than CustomerIDs.

ms access lookup table relationship diagram

Although Access stores the CustomerID, the user sees the customers by name instead. These fields usually store numeric data since they link back to an AutoNumber field in the related table. To create a lookup field, first create the field as a regular numeric field.

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This will launch the Lookup Wizard to help you create the drop-down menu and establish the relationship between your tables. In the first step of the wizard, you can opt to have the drop-down menu show values from another table choice 1 or from the values you want to enter choice 2.

In the second step of the wizard, select the table or query that will drive your drop-down menu. Later you will be able to customize the sort and filter criteria. In the third step of the wizard, you can select which field s should appear in the menu when pulled down. It is not necessary to select the Primary Key here.

Guide to table relationships - Access

Be selective about your choice, as too much data will clutter the screen and make it difficult for your users. The fourth step allows you to specify a sort order for your pull-down menu. The fifth step allows you to modify the column widths and optionally hide the Primary Key column recommended. After this, you can finish the wizard. Refining a Lookup The Lookup Wizard only goes so far in the creation of the lookup.

You may wish to enhance the drop-down menu or fine-tune the formatting of the lookup in a variety of ways. If you add or remove rows from the Row Source, be sure to adjust the other Lookup properties such as the number of columns and the column widths. Defining and Modifying Relationships The easiest way to define a relationship is to start by building a Lookup between your two tables see below.

  • Create a relationship between entities
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  • Create a relationship

Once this is done, the relationship is automatically created although you might want to modify its structure. In Access orfrom the Tools menu choose Relationships. In Accessshow the Database Tools tab and click Relationships.

Creating a Basic Access Database - Lookup Tables and Data Types

The Relationships window will appear as a diagram of tables and links between them. Primary Keys will appear in bold lettering. Building official relationships between tables will speed up the process of writing queries, forms, and reports for you later, since Access will assume these relationships as defaults.

To create a relationship, drag the Primary Key from one table onto the desired match of another table called the Foreign Key. To delete a relationship, select the line with your mouse and press Delete on your keyboard. Deleting a relationship does not affect your data or any existing Queries, Forms, or Reports.

Guide to table relationships

To modify a relationship, double click the line with your mouse. Drag a field typically the primary key from one table to the common field the foreign key in the other table. To drag multiple fields, press the Ctrl key, click each field, and then drag them. The Edit Relationships dialog box appears. Verify that the field names shown are the common fields for the relationship.

If a field name is incorrect, click on the field name and select the appropriate field from the list. To enforce referential integrity for this relationship, select the Enforce Referential Integrity box. When you are finished in the Relationships window, click Save to save your relationship layout changes.

Access draws a relationship line between the two tables. If you selected the Enforce Referential Integrity check box, the line appears thicker at each end. This means that the Indexed property for these fields should be set to Yes No Duplicates. If both fields have a unique index, Access creates a one-to-one relationship. This means that the Indexed property for this field should be set to Yes No Duplicates. The field on the many side should not have a unique index.

It can have an index, but it must allow duplicates. When one field has a unique index, and the other does not, Access creates a one-to-many relationship. Create a relationship in an Access web app The Relationships window isn't available in an Access web app. Instead of creating a relationship in an Access web app, you create a lookup field that gets values from a related field in another table. The field that your lookup will use as the source for values must already exist before you create your lookup field.

ms access lookup table relationship diagram

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.