Microsoft Office Tutorials and References
In Depth Information
AC 172
Access Chapter 3 Maintaining a Database
If a required fi eld contains no data, Access indicates this by displaying an error
message as soon as you attempt to leave the record (Figure 3–43). The fi eld must contain
a valid entry before Access will move to a different record.
Microsoft Offi ce
Access dialog box
error message
OK button
Figure 3–43
When entering data into a fi eld with a validation rule, you may fi nd that Access
displays the error message and you are unable to make the necessary correction. It may be
that you cannot remember the validation rule you created or it was created incorrectly. In
such a case, you neither can leave the fi eld nor close the table because you have entered
data into a fi eld that violates the validation rule.
If this happens, fi rst try again to type an acceptable entry. If this does not work,
repeatedly press the BACKSPACE key to erase the contents of the fi eld and then try to leave
the fi eld. If you are unsuccessful using this procedure, press the ESC key until the record is
removed from the screen. The record will not be added to the database.
Should the need arise to take this drastic action, you probably have a faulty
validation rule. Use the techniques of the previous sections to correct the existing validation
rules for the fi eld.
To Use a Lookup Field
Earlier, you changed all the entries in the Client Type fi eld to MED. Thus, you have created a rule that will
ensure that only legitimate values (MED, DNT, or LAB) can be entered in the fi eld. You also made Client Type
a Lookup fi eld using a mass change. You can make changes to a Lookup fi eld by clicking the fi eld to be changed,
clicking the arrow that appears in the fi eld, and then selecting the desired value from the list.
The following steps change the Client Type value on the third record to DNT and on the ninth record to LAB.
1
Open the Client table in Datasheet
view and ensure the Navigation pane
is hidden.
Click in the Client Type fi eld on the
third record to display the arrow
(Figure 3–44).
value to be
changed
arrow
Figure 3–44
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