How to Determine Which Primary Key Type to Use in Access 2003

Microsoft Access 2003 allows for the management and interpretation of large databases, but only if you are able to use its tools effectively. By assigning the correct primary key type, you can use Microsoft Access 2003 to locate and group data according to one of the three key types, or specific field in your table. Here is how to determine which primary key type to use in Access 2003.

Instructions

Difficulty: Moderate

Things You’ll Need:

• Computer
• Access 2003

1. Decide which key type you want to use. There are three primary key types: AutoNumber, single-field and multi-field.
2. Select multi-field for working with data that has relationships based on multiple criteria. An example of this might be customers who live in the tri-state area that have not paid their bills.
3. Use the single-field primary key if your relationships are in a single dimension (customers who live in a particular area).
4. Use the AutoNumber primary key when you want the quick and dirty version. This feature assigns a number to each record in your database.
5. Set or change the primary key by clicking the Row Selector for the fields you want to designate as the primary key.

Tips & Warnings

• When using the single-field primary key, run a “Find Duplicates” query to ensure there are no repeated records.
• Create the primary key before entering data.
• You can not specify a primary key field in the Datasheet view.

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