Getting to Know Microsoft Access 2003, Part 4 - Lookup Fields

The other tool you can use to make your data entry more efficient is Lookup Fields. There are two types of lookup fields: lookup lists and value lists. The difference is lookup lists get their values from fields in existing tables or queries, and value lists get their values from data you type in when you create the value list.  

Add a lookup field to your table design by putting your insertion point in the new row in which you want to create the field, and select Lookup Wizard from the Data Type list. The Lookup Wizard gives you several dialog boxes allowing you to choose the details of the lookup field. Choose what type of lookup field to create and choose the values to put in the lookup field. If you choose to create your own list of values a second dialog box will prompt you for those values. If you choose to use a table or query as your source several other dialog boxes will prompt you to select the table or query to use and the fields to use. You will also be asked to name the primary key field and the lookup field itself. Finally you must decide how the columns will look.

Once you’ve created your lookup field you can manipulate the properties of that field in the properties box, in Table Design View, with the lookup field highlighted. Some of the more interesting options you are given include the following:

• Display Control: determines the type of control implemented such as list box or combo box.
• Row Source Type: specifies where your values come from; either a value list or a table or query.
• Row Source: gives the exact fields that comprise the list.
• List Rows: specifies how many rows to display at any one time.
• List Width: specifies the width of the list.
• Limit To List: keeps the values entered into the list to those specified when the list was created.

Next: Changing Datasheet Appearances >>
 

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