Microsoft Office Tutorials and References
In Depth Information
2. From the data types listed, select the type of field Category will be. Because this field will
allow users to apply one of a limited number of categories to an announcement, we will
use the Choice type.
3. The Additional Column Settings section has now changed to display settings that relate
to a Choice field. First is the ubiquitous Description field. When we add a description to a
field, it ends up on the data entry form for the item right below the field. It can be
considered help text, used to assist users in understanding what they are supposed to enter in
the field. However, in some cases, if the field’s contents are self-explanatory, the
description can be distracting and take up space. For this example, I am not going to enter a
description. I can always edit the field’s properties and change it later if I need to do so.
4. There is an option to require information in this field. My example requires the users to
choose a category when they create an announcement, so this option is going to be Yes .
Additionally, the field cannot enforce a unique value among all items in the list, since
there are going to be only three options to choose from, so be sure to set Enforce Unique
Values as No.
5. Next is the text box in which you actually type the choices. It seems a bit low tech, but
you can replace the placeholder text with your choices. For my example, I am going to use
Informational , Emergency , Celebratory (see Figure 6.14). Each choice should be entered
on a separate line, and you can easily have more than three choices if you want.
Note that if you find yourself entering a great number of choices (or editing the field to
increase the choices over time), you may want to consider creating a separate list with a
field to contain the choices and then using a Lookup field against that list.
FIGURE 6.14
Adding choices to
the Category field
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