Relationship between tables in access

Guide to table relationships - Access

relationship between tables in access

There are three types of relationships between tables. The type of when you add data to your table, Access doesn't allow records with the same primary key. In a relational database (Access), the data in one table is related to the data in other The relationship is used to cross reference information between tables. To prevent access to the database by unauthorised persons. relationships between your tables so that Access can bring related information from different.

For example, to represent a one-to-many relationship you take the primary key from the "one" table and add it as an additional field to the "many" table.

relationship between tables in access

To bring the data back together, Access takes the value in the "many" table and looks up the corresponding value in the "one" table. In this way the values in the "many" table reference the corresponding values in the "one" table. Suppose you have a one-to-many relationship between Shippers and Orders and you want to delete a Shipper.

If the shipper you want to delete has orders in the Orders table, those orders will become "orphans" when you delete the Shipper record. The orders will still contain a shipper ID, but the ID will no longer be valid, because the record that it references no longer exists.

Microsoft Access tips: Relationships between Tables

The purpose of referential integrity is to prevent orphans and keep references in sync so that this hypothetical situation never occurs. You enforce referential integrity by enabling it for a table relationship see Enforce referential integrity for step-by-step instructions.

Once enforced, Access rejects any operation that violates referential integrity for that table relationship. This means Access will reject both updates that change the target of a reference, and deletions that remove the target of a reference.

For such cases, what you really need is for Access to automatically update all the effected rows as part of a single operation. That way, Access ensures that the update is completed in full so that your database is not left in an inconsistent state, with some rows updated and some not. When you enforce referential integrity and choose the Cascade Update Related Fields option, and you then update a primary key, Access automatically updates all fields that reference the primary key.

When you enforce referential integrity and choose the Cascade Delete Related Records option, and you then delete a record on the primary key side of the relationship, Access automatically deletes all records that reference the primary key. The Relationships window opens and displays any existing relationships. If no table relationships have been defined and you are opening the Relationships window for the first time, Access prompts you to add a table or query to the window.

relationship between tables in access

Open the Relationships window Click File, and then click Open. Select and open the database. On the Database Tools tab, in the Relationships group, click Relationships. If the database contains relationships, the Relationships window appears. If the database does not contain any relationships and you are opening the Relationships window for the first time, the Show Table dialog box appears.

Click Close to close the dialog box. On the Design tab, in the Relationships group, click All Relationships. This displays all of the defined relationships in your database. Note that hidden tables tables for which the Hidden check box in the table's Properties dialog box is selected and their relationships will not be shown unless the Show Hidden Objects check box is selected in the Navigation Options dialog box.

A table relationship is represented by a relationship line drawn between tables in the Relationships window. A relationship that does not enforce referential integrity appears as a thin line between the common fields supporting the relationship. When you select the relationship by clicking its line, the line thickens to indicate it is selected. If you enforce referential integrity for this relationship, the line appears thicker at each end.

When the Relationships window is active, you can select from the following commands on the ribbon: On the Design tab, in the Tools group: When you select a relationship line, you can click Edit Relationships to change the table relationship. You can also double-click the relationship line. The report shows only the tables and relationships that are not hidden in the Relationships window. On the Design tab, in the Relationships group: Note that hidden tables tables for which the Hidden check box in the table's Properties dialog box is selected and their relationships will not be shown unless Show Hidden Objects is selected in the Navigation Options dialog box.

If you made any changes to the layout of the Relationships window, you are asked whether to save those changes.

Top of Page Create a table relationship You can create a table relationship by using the Relationships window, or by dragging a field onto a datasheet from the Field List pane. When you create a relationship between tables, the common fields are not required to have the same names, although it is often the case that they do. Rather, those fields must have the same data type. If the primary key field is an AutoNumber field, however, the foreign key field can be a Number field if the FieldSize property of both fields is the same.

When both common fields are Number fields, they must have the same FieldSize property setting. Create a table relationship by using the Relationships window Click File, and then click Open. If you have not yet defined any relationships, the Show Table dialog box automatically appears. If it does not appear, on the Design tab, in the Relationships group, click Show Table. The Show Table dialog box displays all of the tables and queries in the database.

relationship between tables in access

To see only tables, click Tables. To see only queries, click Queries. To see both tables and queries, click Both. Select one or more tables or queries and then click Add. When you have finished adding tables and queries to the Relationships window, click Close.

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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 the field name and select a new field from the list. To enforce referential integrity for this relationship, select the Enforce Referential Integrity check box. For more information about referential integrity, see the Understanding Referential Integrity and the Enforce Referential Integrity sections.

The relationship line is drawn between the two tables. If you selected the Enforce Referential Integrity check box, the line appears thicker at each end. This means 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 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. When one field has a unique index and the other does not, Access creates a one-to-many relationship.

Create a table relationship by using the Field List pane You can add a field to an existing table that is open in Datasheet view by dragging it from the Field List pane.

The Field List pane shows fields available in related tables and also fields available in other tables.

relationship between tables in access

When you drag a field from an "other" unrelated table and then complete the Lookup Wizard, a new one-to-many relationship is automatically created between the table in the Field List pane and the table to which you dragged the field.

This relationship, created by Access, does not enforce referential integrity by default. To enforce referential integrity, you must edit the relationship.

See the section Change a table relationship for more information. Open a table in Datasheet view On the File tab, click Open. In the Open dialog box, select and open the database. In the Navigation Pane, right-click the table to which you want to add the field and create the relationship, and then click Open.

The Field List pane appears.

relationship between tables in access

The Field List pane shows all of the other tables in your database, grouped into categories. When you work with a table in Datasheet view, Access displays fields in either of two categories in the Field List pane: Fields available in related tables and Fields available in other tables.

The first category lists all of the tables that have a relationship with the table you are currently working with. The second category lists all of the tables with which your table does not have a relationship. To add a field to your table, drag the field that you want from the Field List pane to the table in Datasheet view.

Drag the field that you want from the Field List pane to the table that is open in Datasheet view. When the insertion line appears, drop the field in position. The Lookup Wizard starts. Follow the instructions to complete the Lookup Wizard.

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.

How to define relationships between tables in an Access database

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.

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. Use the Do you want to sort the items in your lookup list to set the sorting, if you want.