Microsoft Office Tutorials and References
In Depth Information
Creating a Lookup Field
9. In the final window, change the label (the field name) for the lookup
column, if you want to, and choose Enable Data Integrity or Allow
Multiple Values (see Figure 5-3); then click Finish.
If you choose Enable Data Integrity, you’re telling Access to make sure
that the two (or more) fields linked by the lookup option contain
identical data. Data integrity is covered in detail in Chapter 6 of this minibook.
A multiple-value field allows the user to select more than one value for
the field in each record when entering data. See the next section for
details.
Book II
Chapter 5
Figure 5-3:
Name the
new field,
and decide
whether
you want
to allow
multiple
values.
10. If Access tells you that you have to save the table before relationships
are created, don’t argue; go ahead and save the table.
A relationship is created automatically between the table with the new
field and the table with the field that appears in the drop-down menu
when you use the Lookup Wizard.
11. View your table in Datasheet view to see your new lookup field.
12. Click the field’s down arrow to display its drop-down menu (see
Figure 5-4).
To make changes in the field by using the Lookup Wizard again, place the
cursor on any value in the field (in the datasheet), and click the Modify
Lookup button in the Fields & Columns section on the Fields tab of the
Ribbon.
The default setting allows users to type a value that doesn’t appear in the
list. To force users to choose a value from the drop-down menu (or to enter
a value that’s on the drop-down menu), display the table in Design view,
click the Lookup tab in the field properties, and change the Limit to List
property from No to Yes. Figure 5-5 shows lookup properties. You may also
want to enforce referential integrity, as covered in Chapter 6 of this minibook.
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