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)

Numbers,

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

(formerly

Memo)

Text, and lots of it —

up to 65,536

characters.

When you have lots of text, such as

comments. This data type can’t be

indexed and can’t be a key field.

Number

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

chapter.)

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.

Date/Time

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.

Currency

Numbers with a

currency sign in front of

them.

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.

AutoNumber

A unique number

generated by

Access for each

record.

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.

(continued)