Microsoft Office Tutorials and References
In Depth Information
Field Properties for Making Sure That Data Entries Are Accurate
This property determines how the text is aligned in a column or on a form or
report. Select General to let Access determine the alignment, or select Left,
Right, Center, or Distribute.
Available on Long Text fields, this drop-down list lets you choose to allow
rich text in the field. With this property set to Rich Text, you can make
different words bold, italic, underline, and change font sizes and colors. Set it to
Plain Text for plain, boring text with no formatting. I wonder why that isn’t
the setting’s name.
Available on Long Text fields, this lets you add data only to a Long Text field
to collect a history of comments.
Show Date Picker
Available on Date/Time fields, choosing For Dates places a button next to the
column that data-entry clerks can click to open a calendar and select a date
instead of typing numbers.
Creating a lookup data-entry list
Perhaps the best way to make sure that data is entered correctly is to create
a data-entry drop-down list. Whoever enters the data in your database table
has to only choose an item from the list, as shown in Figure 2-7. This saves
time and prevents invalid data from being entered. Access offers two ways
to create the drop-down list:
✦ Create the list by entering the items yourself: Go this route when
you’re dealing with a finite list of items that never change.
✦ Get the items from another database table: Go this route to get items
from a column in another database table. This way, you can choose from
an ever-expanding list of items. When the number of items in the other
database table changes, so does the number of items in the drop-down
list because the items come from the other database table. This is a
great way to get items from a primary key field in another table.