Microsoft Office Tutorials and References
In Depth Information
Refining Your Table in Design View
Table 2-2 lists the data types and describes when to choose each type.
Table 2-2
Data Types
Data Type
What It Holds
When to Use It
Short Text
(formerly Text)
letters, punctuation,
spaces, and special
characters (up to
255 characters).
For all text fields except really
long ones; also good for zip codes
and phone numbers. You can’t do
Number-type calculations with a
Text field.
Book II
Chapter 2
Long Text
Text, and lots of it —
up to 65,536
When you have lots of text, such as
comments. This data type can’t be
indexed and can’t be a key field.
Numbers. When you
select the Number
type, you may want to
change the Field
Size property to
the option that best
fits the field. (Field
sizes are explained in
Table 2-3, later in this
For numbers that you want to add,
multiply, and do other calculations
with. You can also use decimal
points and + and – (to designate
positive and negative numbers) in a
Number field.
Dates and times.
For dates and times. You can do
calculations such as finding the
number of days between two dates
or adding hours to a time to
calculate a new time.
Numbers with a
currency sign in front of
For storing monetary values, such as
prices. Like Number fields, Currency
fields can be used in calculations.
Calculations with Currency fields
are faster than those with Single or
Double field sizes (the kinds of
numbers that can include fractions for
cents). Single and Double field sizes
for Number fields are explained in
Table 2-3, later in this chapter.
A unique number
generated by
Access for each
When you want each record to have
a unique value that you don’t have
to type. The value starts at 1 and is
incremented for each record.
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