Microsoft Office Tutorials and References
In Depth Information
Entering and Altering Table Fields
Table 2-1
Data Types for Fields
Data Type
What It’s For
Short Text
For storing text (city names, for example), combinations of text
and numbers (street addresses, for example), and numbers that
won’t be calculated or used in expressions (telephone numbers,
ZIP Codes, and social security numbers, for example). A Short
Text field can be no longer than 255 characters.
Long Text
For storing long descriptions. Fields assigned this data type can
hold 65,535 characters, not that anyone needs that many.
For storing numbers to be used in calculations or sorting. (If
you’re dealing with monetary figures, choose the Currency
data type.)
For storing dates and times and being able to sort data
chronologically or use dates and times in calculations.
For storing monetary figures for use in calculations and sorting.
For entering numbers in sequence that will be different from
record to record. Use the AutoNumber data type for the primary
key field if no other field stores unique, one-of-a-kind data. (See
“Designating the primary key field,” later in this chapter.)
For storing True/False, Yes/No, On/Off type data. Choose this
data type to enter data with a check box in the field. When
the box is selected, the data in the field is True, Yes, or On, for
Book VII
Chapter 2
OLE Object
For embedding an OLE link in your Access table to another
object — an Excel worksheet or Word document. (Consider the
using the Attachment data type as well.)
For storing hyperlinks to other locations on the Internet or on the
company intranet.
For storing an image, spreadsheet, document, chart, or other
file. Attaching a file to a database table is similar to attaching a
file to an e-mail message. Attachments do not require as much
disk space as OLE objects because they don’t require Access to
store a bitmap image of the original file.
For entering a mathematical expression that uses data from
other fields in the database table.
For creating a drop-down list with choices that a data-entry
clerk can choose from when entering data. See “Creating a
lookup data-entry list,” later in this chapter.
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