How to Build a Data Dictionary in Access
The data dictionary is like a navigational map or key code for all of the different types of data that could be entered into any given database. The data dictionary contains data about the data itself. Building a data dictionary helps those who maintain and upgrade the database keep terms and naming conventions consistent. You may find it helpful to use pen and paper to sketch out a rough idea of the things you want to include in your database.
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Instructions
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Open Microsoft Access. Locate the menu strip across the top of the page and choose "File." Click on "New" and then "Blank Database." A new blank database will open. Click on "File" again and then "Save As." Type the name of your database in the "File Name" box and hit "Save."
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Click on the blank database under the first column labeled "Add New Field." Type "Table Name," "Attribute Name," "Contents," "Type," "Format," "Range," "Required" and "PK," pressing the "Tab" key between each one. PK stands for "primary key." It's a field that lets the database know what to use as an anchor point when organizing information during user searches of the database.
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Click on "File" and then "Save" to save your work. Do this periodically while building the data dictionary.
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Place your cursor back in the first field of "Table Name" and under it type the name of your database. If you are building one to hold customer account information, you could call it "Accounts." Tab over to "Attribute Name" and type the name fields you want. For example, use "First_Name" or "Last_Name." The identifiers you put will be used as identifiers within the software. Software in general does not allow spacing between variable names. Identifying names do appear "normal" to the user in any graphical user interfaces. Use the down arrow on your keyboard to list each attribute name.
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Place your cursor back in the first line and tab over to the "Contents" section. This is where referencing information will go. For "First_Name" it could say something similar to "Customer's first name." Use the down arrow key on your keyboard to fill in applicable information next to each attribute trait.
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Place the cursor back up in the first line and tab over one more time to the "Type" column. Fill in each type for each attribute name. Some examples could be "number," "date," or "character." Repeat this process for each remaining column. Format examples could include "9999" or "999-99-9999" or "mm/dd/yyyy" or "9,999,999" and "99.99."
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Set the "Range" field, which will describe the acceptable ranges for amounts or dates. You may not need to fill in this column for each attribute name, as it is sometimes not applicable.
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Fill in the "Required" column, a simple yes or no field. If a user is required to enter a particular field, then put "y" and if not put "n."
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Select which fields to place "PK" next to. Only put "PK" next to fields that the database uses to search for information. If you want the database to be searched by first name and last name, for example, those are the fields you will place the "PK" next to.
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Close Microsoft Access when you are finished.
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Tips & Warnings
It is important when filling out the "Format" column that you only use a "9" when describing a number format. In the IT industry, it is known that a series of the number "9" is used as a placeholder for any number fitting the format. You may want to type a character limit next to any character fields in the "Type" column. For example, "First_Name" would be "Character(30)", indicating that a person's first name would be limited to 30 characters in length.
Do not label more than one attribute with the same name. This will cause errors in your database and can compromise the accuracy of the data it stores.
References
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