Microsoft Office Tutorials and References
In Depth Information
Changing the Database Structure
One client might need CNA, PA, Phy, and RN employees (Certiﬁ ed Nursing Assistants,
Physician Assistants, Physicians, and Registered Nurses). Another client might only need
RTs (Respiratory Therapists).
To create a multivalued ﬁ eld, create a Lookup ﬁ eld being sure to check the Allow
Multiple Values check box. The following steps create a multivalued ﬁ eld.
1 Click the row selector for the Amount Paid ﬁ eld, and then press the INSERT key to insert a
2 Click the Field Name column for the new ﬁ eld, type Specialties Needed as the ﬁ eld
name, and then press the DOWN ARROW key.
3 Click the Data Type column for the Specialties Needed ﬁ eld, and then click Lookup Wizard
in the menu of available data types to start the Lookup Wizard.
4 Click the ‘I will type in the values that I want.’ option button to indicate that you will type
in the values.
5 Click the Next button to display the next Lookup Wizard screen.
6 Click the ﬁ rst row of the table (below Col1), and then type CLS as the value in the ﬁ rst row.
7 Enter the remaining values from the ﬁ rst column in Table 3–1. Before typing each value,
press the TAB key to move to a new row.
8 Click the Next button to display the next Lookup Wizard screen.
9 Ensure Specialties Needed is entered as the label for the lookup column.
10 Click the Allow Multiple Values check box to allow multiple values.
11 Click the Finish button to complete the deﬁ nition of the Lookup Wizard ﬁ eld.
You can change the
properties of a table
by opening the table in
Design view and then
clicking the Property
Sheet button on the
Table Tools tab. Access
will display the property
sheet for the table.
To display the records
in a table in an order
other than primary key
order (the default sort
order), use the Order By
property. For example, to
display the Client table
automatically in Client
Name order, click the
Order By property box,
type Client.Client Name
in the property box, close
the property sheet, and
save the change to the
table design. When you
open the Client table
in Datasheet view, the
records will be sorted in
Client Name order.
To Save the Changes and Close the Table
The following steps save the changes; that is, it saves the addition of the two new
ﬁ elds and closes the table.
1 Click the Save button on the Quick Access Toolbar to save the changes.
2 Click the Close ‘Client’ button.
T O M ODIFY S INGLE OR M ULTIVALUED L OOKUP F IELDS
You may ﬁ nd that you later want to change the list of choices in a Lookup ﬁ eld. If
you ﬁ nd you need to modify a single or multivalued Lookup ﬁ eld you have created, you
can use the following steps.
1. Open the table in Design view and select the ﬁ eld to be modiﬁ ed.
2. Click the Lookup Tab in the ﬁ eld properties.
3. Change the list in the Row Source property to change the desired list of values.