Output individual records as PDF files

Scott, 

While I do appreciate the help, specific examples and instructions don't translate into the type of database I am trying to build. Furthermore, the language you speak in this context may be a second language to you but it is a foreign language to me. My problem is that I don't know the language of database design. In other words, I have as yet found a source that explains, in simple, non technical terms, how Access works. There is always a "gotcha" with the program for novices like me. 

You stated earlier that "Tables don't pull data from other tables. Tables represent an entity that is separate but can be related to other tables." I understand this but relating the table through a form has not worked for me. The database I am trying to create has nearly 100 fields. Can Access handle this many fields because for the life of me I keep running into dead ends. I make two step's forward then 10 steps back. For example, when I try to modify or delete a field, Access tells me that I have to modify the relationship. However, when I open the Relationships tool, there is no relationship to edit. The software is telling me to edit something which is not visible or doesn't exist. It is not logical. It is, from my perspective, a random process full of trial and error. 

I do complex visual effects, depth & displacement mapping of convert 2D images into 3D volumetric motion and other effects. The various software suites I use all allow me to undo and / or make modifications to very complex workflows. From my experience, it is not possible to modify certain items in an Access database.  And that is the problem for me. As a novice, it seems I am required to create a perfect data structure from the get go. If not, Access forces me to delete and start over again. No room for error. With that, is it actually possible for someone without your deep experience to build a database from scratch. 

Again, I only have about 100 fields to complete my database. All the specific examples I have seen have far less fields. I can build a simple database with multiple tables. But I cannot build the database I need. 

What are the limitations? Can Access only handle a a few fields per table?

Hi Ken,

I ran into a snag or replicating your model there. Or perhaps your graphic is in error. Your ContactEmployees table shows both the ContactID and EmployerID as Primary Keys. On my version of Access, I can only set one Field as a primary key.. Again, I don't know VBA to set two Primary Keys in the same table. 

Here is a pic of my Relationships. Notice the relationship between the Contacts and Contact Employers is different than your model. 

Here is the result I get below. Here is the frustrating part. I spend two hours tonight playing with this. I assume I need to learn VBA in order to create your model here. With that, using one table, seems to be a more simpler solution and time effective solution. If I am using only one field to enter the contact info, that should be ok. Right? Again, you speak of data integrity but is it possible to achieve integrity using only one table? 

I've built databases with way more than 100 fields. The key is the proper design of the relationships. I believe I have said before that you need to familiarize yourself with the concepts of Normalization. This is the key concepts on which relational databases are built. For a database to operate efficiently adherence to Normalization rules is essential.  Relational databases tend to be tall and thin, not wide. Its not a matter of Access being able to handle tables with more fields, its that design considerations preclude doing so. Those design considerations are not specific to Access but to relational databases in general.

While I may use some technical terms, like Primary and foreign keys, Joins, relationships etc. They are not that technical and we have explained them several times.

The bottom line here is you really need to lay out your table design properly before you start designing the rest of the app. That's how I do it. It doesn't have to be perfect, but it needs to be logical. You can still add tables and fields as needed. I rarely delete fields. If a field falls into disuse, I merely remove the controls from the forms, queries and reports where it was previously used.

I really don't understand how a relationship that will not allow you to delete a field can exist if its not in the Relationships window. 

And yes, I have worked on many databases created by novices that work fine, but they come to me, when they want to add complexity or automation that goes beyond their knowledge.  Access includes many wizards that walk you through the tasks like embedding a subform or creating a combobox. Which are the two main keys in relating tables.