Microsoft Office Tutorials and References
In Depth Information
Formatting a Datasheet
Formatting a field
Field formats are covered in detail in Chapter 2 of this minibook, but you can
format fields from the datasheet; you don’t have to be in Design view. You
can change a number field to show a currency symbol or display data as a
percentage, for example. Select any value in a field to format the whole field
and then click the Formatting buttons on the Fields tab of the Ribbon. If you
can’t make the change you want to make, check the field properties in Table
Design view.
Be thoughtful about changing the data type. You may want to read the section
about data types in Chapter 2 of this minibook, as it’s possible to lose data
when changing the data type. (Access warns you first, though.)
Book II
Chapter 1
Use the buttons in the Formatting section on the Fields tab of the Ribbon to
change the way that data is displayed. You can change numbers to display
with a currency symbol, as percentages, or in comma number format (for
instance, 1,000). You can also increase or decrease the number of decimal
points displayed by clicking the Increase Decimals or Decrease Decimals
button.
Changing the font
In an Access datasheet, the font and font size stay the same for all the data;
you can’t change the font for just some of the data (except for data in Rich
Text fields).
Change the font by using the Text Formatting tools on the Home tab of
the Ribbon. Changing the font, font style (bold, italic, or underlined), and
font size changes that attribute for the whole datasheet. The Color option
changes the color of the data in the datasheet.
Taking advantage of Rich Text
Access 2013 supports Rich Text, which means that you can store formatted
text. Rich Text supports several types of formatting: font (including font size,
font color, and emphasis [bold, underlined, or italic]), alignment (centered,
right-aligned, or left-aligned), indents, numbered and bulleted lists, and fill
(left to right or right to left).
In other words, you have just about all the formatting capabilities you need
to make pretty text. To take advantage of Rich Text, however, you must
create a Rich Text field. Otherwise, you format the whole datasheet rather
than just part of one field.
In older versions of Access, formatted text was stored in a field formatted
as the Memo type, with the Text Format property set to Rich Text. In
Access 2013, Rich Text is stored as Long Text, with the Text Format
property set to Rich Text. To add a Rich Text field, click More Fields in the
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