Microsoft Office Tutorials and References
In Depth Information
Refining Your Table in Design View
Moving a field
To move a field, select the row by clicking the record selector. (You can
select multiple rows by dragging the row selectors.) Then drag the record
selector up or down to where you want to drop it. As you move the mouse,
a dark horizontal line shows where the row will move when you release the
Moving a field in Design view also changes its position in the table datasheet.
Deleting a field
You can delete a field in Design view. Deleting a field deletes the field
definition and all the data stored in the field.
Follow these steps to delete a field:
1. Select the field by clicking the record selector (the gray box to the left
of the field name).
2. Press the Delete key, or click the Delete Rows button in the Tools
group on the Design tab of the Ribbon.
If the field has no data, Access deletes it. If the field has data, you see a
dialog box that asks you to confirm that you do indeed want to delete
the field and its data.
Choosing a data type
Access provides 12 data types for you to choose among. Choose the data
type that best describes the data you want to store in the field and that
works for the type of analysis you need to use the field. Storing phone
numbers in a text field, for example, works fine because you’ll never need to add
or subtract phone numbers. Prices, however, should be stored in a Number
or Currency field so that you can add, subtract, or multiply them by the
number of units ordered and create an invoice.
A few fields need data types that may not be obvious — mainly, telephone
numbers, zip codes, and other such fields. Generally, even though these
fields store numbers, you want to set the data type to Short Text. Doing so
allows you to store leading zeros (so that 02138 doesn’t appear as 2138)
and add characters such as dashes and parentheses. The Input Mask Wizard
(covered in Chapter 5 of this minibook) helps you define fields for phone
numbers, zip codes, Social Security numbers, and dates. The wizard is also
useful for any codes you may use in your database, other types of fields that
sometimes appear with spaces or dashes (such as credit-card numbers), or
other punctuation so that the data is always entered consistently and you
can find it when you need it.