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This is part 6 of a multiple part series of the Access 2016 tutorial. This session focuses on concepts related to creating tables by importing data from Excel and .csv files and understanding the primary and foreign keys. Learn more at http://learn.kaceli.com In more detail, this session we will focus on: – How to create a table by importing the data from a .csv file in Access 2016 – Learn about setting the primary key in a table in Access 2016. – Learn the concepts related to the foreign keys keys in a table. If you like the video, please “Like,” “Favorite,” and “Share” it with our friends to show your support on this work. Subscribe to this channel so that you do not miss out on the new videos on this series. Video URL: https://youtu.be/1jNnEdrFydE. The full tutorial is coming s
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Primary and Foreign key constraints are and what they are used for:
Primary Key:
A primary key is a field or combination of fields that uniquely identify a record in a table, so that an individual record can be located without confusion.
How To Create Foreign Key In Ms Access Free
Foreign Key:
A foreign key (sometimes called a referencing key) is a key used to link two tables together. Typically you take the primary key field from one table and insert it into the other table where it becomes a foreign key (it remains a primary key in the original table).
More complicated but fuller explanation:
EmployeeID (PK) | FirstName | LastName | Department | Manager |
---|---|---|---|---|
001 | Stan | Smithers | IT Support | Stan Smithers |
002 | Joe | Bloggs | Sales | Joe Bloggs |
003 | Mark | Richards | Sales | Joe Bloggs |
004 | Jenny | Lane | Marketing | Jenny Lane |
005 | Sally | Holmes | Sales | Joe Bloggs |
006 | John | Lee | IT Support | Stan Smithers |
![Access Access](/uploads/1/2/3/7/123745914/396066476.png)
A primary key is the field(s) (a primary key can be made up of more than one field) that uniquely identifies each record, i.e. the primary key is unique for each record and the value is never duplicated in the same table, so in the above table the EmployeeID field would be used. A constraint is a rule that defines what data is valid for a given field. So a primary key constraint is a rule that says that the primary key fields cannot be null and cannot contain duplicate data.
The problem with the above table is that you have repeating information in the manager field, this causes all sorts of problems, e.g. Fred Bloggs leaves and Jenny Smith becomes sales manager, you now have to replace all entries that say Fred Bloggs with Jenny Smith.
If however you split the last two fields out to make a department table you would only need one entry for each department, when a manager changes you only need to make the change in one place, if you setup a primary key of DeptID in the department table you would have the following.
DeptID (PK) | Department | Manager |
---|---|---|
01 | IT Support | Stan Smithers |
02 | Sales | Joe Bloggs |
03 | Marketing | Jenny Lane |
EmployeeID (PK) | FirstName | LastName |
---|---|---|
001 | Stan | Smithers |
002 | Joe | Bloggs |
003 | Mark | Richards |
004 | Jenny | Lane |
005 | Sally | Holmes |
006 | John | Lee |
You now need to link the two table together so you know which department each employee is in, so what you do is take the primary key from the department table and insert it into the employee table (where it becomes a foreign key as a foreign key is the primary key from one table inserted into another table to link them).
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EmployeeID (PK) | FirstName | LastName | DeptID (FK) |
---|---|---|---|
001 | Stan | Smithers | 01 |
002 | Joe | Bloggs | 02 |
003 | Mark | Richards | 02 |
004 | Jenny | Lane | 03 |
005 | Sally | Holmes | 02 |
006 | John | Lee | 01 |
A foreign key constraint specifies that the data in a foreign key must match the data in the primary key of the linked table, in the above example we couldn't set the DeptID in the Employee table to 04 as there is no DeptID of 04 in the Department table. This system is called referential integrity, it is to ensure that the data entered is correct and not orphaned (i.e. there are no broken links between data in the tables)
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The other added advantage is that you are saving space, if the following were the field sizes for the tables we have:
- EmployeeID = 3 characters
- Firstname = 10 characters
- Surname = 10 characters
- Department = 10 characters
- DeptID = 2 characters
- Manager = 20 characters
The original Employee Table would take 53 characters per record, 6 records gives us 318 characters.
The latest version of the Employee Table would take 25 characters, 6 records gives us 150 characters. The Department table would take 32 characters and there a 3 records so 96 characters, so 150+96 = 246 characters.
![Foreign Foreign](/uploads/1/2/3/7/123745914/645649306.gif)
So over a very simple structure with just 6 records we have saved ourselves 72 characters, which would be 72 Bytes.
Doesn't sound much on 6 records but if we had 600 employees the original system would take 53*600 = 31800 characters. Whereas the new system would take 25*600 = 15000 + 32*3 = 96
Which is a total of 15096 characters, a saving of 16704 characters so we have saved over 50% of the storage space.
I have the following code:
![How to create foreign key in ms access 2010 How to create foreign key in ms access 2010](/uploads/1/2/3/7/123745914/433723705.png)
I have another table called ClassOffering created with 'OfferNo' already in it. I need to create a foreign key in the table above that 'links' to ClassOffering. I am using Access.
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2 Answers
Brandon, you will not be able to create a foreign key with
offerNo
when defined as text(6)
The data types for
forign keys
need to match and the ClassOffering table from your previous question has offerNo INTEGER
. Change the text(6)
to INTEGER
to match, and the foreign key will workYou need to put parenthesis around the column offerNo, like this:
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I am setting up a database in Access 2003 at work. I have set an auto generated primary key in my 'Inbound_Turnover_Data' table and set a foreign key in another table called 'Completed_Inbound_Material' with a 1 to many relationship to the primary key in the inbound table. (only 1 record in inbound can relate to many in completed).
I have created my own forms to allow manipulation of the data. I have toggle buttons to trigger the subform when the user is done with the appropriated check in steps are completed.
What I am trying to do, and having a hard issue with, is getting the foreign key automatically populated with the value of the primary key without any user intervention (like typing in the actual value of the primary key.
Is there a way to make this happen.
I have created two forms, one for each table using the forms wizard as a test. They are connected by a button link (not nested subforms). The behavior of the table wizard forms is exactly as the forms that I created. I get the error - You cannot add or change a record because a related record is required in table 'Inbound_Turnover_Data'. The foreign key field in my 'Completed_Inbound_Material' table does not automatically get assigned the value of the primary key form the 'Inbound_Turnover_Data' table.
Any ideas on how I can get it to automatically populate?
I have created my own forms to allow manipulation of the data. I have toggle buttons to trigger the subform when the user is done with the appropriated check in steps are completed.
What I am trying to do, and having a hard issue with, is getting the foreign key automatically populated with the value of the primary key without any user intervention (like typing in the actual value of the primary key.
Is there a way to make this happen.
I have created two forms, one for each table using the forms wizard as a test. They are connected by a button link (not nested subforms). The behavior of the table wizard forms is exactly as the forms that I created. I get the error - You cannot add or change a record because a related record is required in table 'Inbound_Turnover_Data'. The foreign key field in my 'Completed_Inbound_Material' table does not automatically get assigned the value of the primary key form the 'Inbound_Turnover_Data' table.
Any ideas on how I can get it to automatically populate?