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77-424: Access 2013 Topics : Build tables (25–30%) :
Create and modify fields •Add fields to tables, add a validation rules to fields, change field captions, change field sizes, change field data types, configure fields to auto-increment, set default values, use input masks, delete fields
Field Properties The field properties built into Access tables are powerful allies that can help you manage the data in your tables. In most cases, the field property is enforced by the database engine, which means the property is consistently applied wherever the field’s value is used. For example, if you’ve set the Default Value property in the table design, the default value is available in the table’s Datasheet view, on forms, and in queries. Each field data type has its own set of properties. For example, Number fields have a Decimal Places property, and Text fields have a Text Align property. Although many data types share a number of properties (such as Name) in common. Here’s a list of all the general properties :-
- Field Size: When applied to Short Text fields, limits the size of the field to the specified number of characters (1–255). The default is 255.
- Short Text: Describe the Numbers, letters, punctuation, and symbols, up to a maximum of 255 characters (an averagesized paragraph). which is used for Names, addresses, phone numbers, and short product descriptions. This is one of the most commonly used data types.
- Long Text (previously called Memo): Describe Large amounts of unformatted text, up to 65,536 characters (an average-sized chapter in a novel). which uses Long descriptions, articles, letters, arrest warrants, and other short documents. Unlike the Short Text data type, you can’t sort records based on the data in a Long Text field.
- New Values: Applies to AutoNumber fields. Allows specification of Increment or Random type.
- Format: Changes the way data appears after you enter it (uppercase, dates, and so on). There are many different types of formats that may be applied to Access data.
- Number Describe Different kinds of numbers, including negative numbers and those that have decimal places. which uses any type of number except currency values (for example, dollar amounts). Stores measurements, counts, and percentages.
- Input Mask: Used for data entry into a predefined format (phone numbers, zip codes, Social Security numbers, dates, customer IDs). Applicable to both Number and Text data types.
- Decimal Places: Specifies the number of decimal places for the Currency and the Single, Double, and Decimal Number data types.
- Caption: Optional label for form and report fields. Access uses the Caption property instead of the field name when creating a control on a form or report.
- Default Value: The value automatically provided for new data entry into the field. This value can be any value appropriate for the field’s data type. A default is no more than an initial value; you can change it during data entry. To specify a default value, simply enter the desired value into the DefaultValue property setting. A default value can be an expression, as well as a number or a text string. • Validation Rule: Ensures that data entered into the field conforms to some business rule, such as "greater than zero," "date must occur after January 1, 2000," and so on.
- Validation Text: The message displayed when data fails validation.
- Required: Specifies whether you must enter a value into a field.
- Allow Zero Length: Determines whether you may enter an empty string ("") into a text field to distinguish it from a null value.
- Indexed: Speeds up data access and (if desired) limits data to unique values. Indexing is explained in greater detail later in this chapter.
- Unicode Compression: Used for multilanguage applications. Requires about twice the data storage but enables Office documents, including Access reports, to be displayed correctly no matter what language or symbols are used. Generally speaking, Unicode is of no value unless the application is likely to be used in Asian environments.
- IME Mode: Also known as the Kanji conversion mode property, this is used to show whether the Kanji mode is maintained when the control is lost. The setting has no relevance in English or European-language applications.
- IME Sentence Mode: Used to determine the Sequence mode of fields of a table or controls of a form that switch when the focus moves in or out of the field. The setting has no relevance in English or European-language applications.
Format Field Property
Field Properties and Data Type Field Sizes
Input Mask Field Property
validation rules to fields
Field Data Type
Change Field Caption
Auto Increment Field
Fieldtype From Long Integer to Auto Increment
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