Mastering Microsoft Access Field Creation and Data Types

Mastering Microsoft Access Field Creation

Methods for Creating Fields in Access

There are two primary ways to create a field in Microsoft Access:

1. Adding fields using a predefined template.
2. Using an existing field copied from another table.

Access Field Templates Collection

Access includes a collection of field templates designed to significantly reduce the time required when setting up new fields.

Understanding Multi-Valued Fields in Access 2007

Multi-valued fields are suitable for specific scenarios, particularly when using Office Access 2007 to interact with information stored in Microsoft Windows SharePoint Services.

Defining Field Properties in Datasheet View

Field properties can be defined in the Datasheet View. Follow these steps:

1. Open the table in Datasheet View.
2. Click on the field for which you wish to define the property.
3. In the Datasheet tab, locate the Data Type & Formatting group.

Here you can:

• Select Unique Value to specify that every value in the field must be unique across all table records.
• Click the required option to make it a Required Field, ensuring that every record must contain a value for that field (it cannot be left null).

Format vs. Decimal Places Properties

These two properties serve distinct purposes:

Format

Customizes the default appearance of the field when it is displayed or printed.

Decimal Places

Specifies the exact number of decimal places to use when displaying numerical values.

Calculated Fields: Storage Recommendations

It is generally not recommended to create a dedicated field to store a calculated value. It is best practice to allow Office Access 2007 (or later versions) to calculate the value dynamically whenever it is necessary.

What is an Attachment Data Type Field?

The Attachment data type field is used to incorporate one or more data elements, such as files or graphics, directly within the records of your database.

Access Navigation and Data Types

Keyboard Navigation in Datasheet View

The Datasheet View is the primary view where you can efficiently navigate among records using the keyboard.

Keyboard Shortcuts for Record Navigation

• CTRL + HOME: Moves to the first field in the first record (in Navigation mode).
• CTRL + END: Moves to the last field in the last record (in Navigation mode).
• TAB or RIGHT ARROW: Moves to the next field.

Using the Mouse Wheel for Record Navigation

If you prefer using the mouse wheel, you can navigate among records by clicking the Record Navigation button located in the Datasheet View interface.

Understanding Access Data Types

Text Data Type Capabilities

The Text data type is designed for alphanumeric data, including text, letters, numbers, and special characters.

Number Data Type Usage

The Number data type is used to store numerical values intended for calculations, excluding currency values (which have their own dedicated data type).