Using the AutoNumber Data Type in Access. A Number field. Set its FieldSize property to Long Integer. Microsoft Access uses an AutoNumber field. Fixing AutoNumbers when Access assigns negatives. Select the AutoNumber field, and ensure Field Size is 'Long. One with the AutoIncrement property true.
Object appended to Usage Index Not supported QueryDef Read-only Recordset Read-only Relation Not supported TableDef Read-only When you create a Field object with a data type other than Text, the property setting automatically determines the Size property setting; you don't need to set it. For a Field object with the Text data type, however, you can set Size to any integer up to the maximum text size (255 for Microsoft Access databases). If you do not set the size, the field will be as large as the database allows.
For Long Binary and Memo Field objects, Size is always set to 0. Use the property of the Field object to determine the size of the data in a specific record. The maximum size of a Long Binary or Memo field is limited only by your system resources or the maximum size that the database allows. Sub SizeX() Dim dbsNorthwind As Database Dim tdfEmployees As TableDef Dim fldNew As Field Dim fldLoop As Field Set dbsNorthwind = OpenDatabase('Northwind.mdb') Set tdfEmployees = dbsNorthwind.TableDefs!Employees With tdfEmployees ' Create and append a new Field object to the ' Employees table.
Set fldNew =.CreateField('FaxPhone') fldNew.Type = dbText fldNew.Size = 20.Fields.Append fldNew Debug.Print 'TableDef: ' &.Name Debug.Print ' Field.Name - Field.Type - Field.Size' ' Enumerate Fields collection; print field names, ' types, and sizes. For Each fldLoop In.Fields Debug.Print ' ' & fldLoop.Name & ' - ' & _ fldLoop.Type & ' - ' & fldLoop.Size Next fldLoop ' Delete new field because this is a demonstration..Fields.Delete fldNew.Name End With dbsNorthwind.Close End Sub.
This Microsoft Access video tutorial picks up where left off. This class focuses on a very important topic that is crucial to proper table design in Access: Field Properties for table fields. You will learn: - What are Field Properties - Field Size - Caption & Description - Format Property - Decimal Places - Input Masks - Setting a Default Value - Validation Rule & Text - Using Inequalities If you would like a preview of what's covered in this class, to watch the first lesson of this course (free of charge), or scroll down for more information. Access 2010 Beginner Level 3 Description: Access 2010 Beginner Level 3 Versions: Microsoft Office Access 2010 Access 2007 users should be able to follow along fine Pre-Requisites: Running Time: 1 Hour, 19 Minutes Cost: $9.99 This class picks up where left off. We will focus on the Field Properties for your table fields. You will learn about the most popular properties, including field size, caption, description, format, decimal places, input masks, default value, validation rule, validation text, and using inequalities. We will begin by learning about the Field Size property.
You will learn about field sizes for autonumbers, text, and number fields. You'll learn about the different number types and which ones you should use: byte, integer, long integer, single, double, and decimal. We'll talk briefly about Replication IDs and why you don't need them. Next you will learn about the caption and description properties, why they're useful, what they do, and what the difference between the two are.
You'll learn how to change the column header in datasheet view and how to set a status in the status bar at the bottom of a form. You will learn about the format property, and how to set formats for several different data types including numbers, text, currency, and dates. You will learn about the different number type formats including general, currency, fixed, standard, percent, and scientific. You will learn about the decimal places property and currency formats. You will learn how to format dates and times. You'll learn about the stock time/date formats: general date, long date, medium date, short date, long time, medium time, and short time. You'll also learn how to create your own custom date/time formats, like yyyy-mm-dd.
You'll learn how to format text values like phone numbers and Social Security numbers. You will learn how to work with Input Masks to control the way data is entered into a field. We'll talk about placeholder characters and whether or not you want to store them in your table. We'll see many of the popular stock input masks such as phone number, zip code, password, and more.
You will learn about the default value property and how you can use it to create the starting value for any field. For example, if most of your customers are from New York, you can set it as the default value. You will learn how to automatically set the current date and/or time for a new record using the Date() and Now() functions.
You�ll learn about the validation rule property which allows you to specify the values that can go into fields. For example, if you want to make it so that a customer never gets assigned a credit limit more than $5000, you can do that with a validation rule. You'll learn about the validation text, which is a message you can provide if the rule is violated. We'll talk about what happens when existing data violates the validation rule. You'll learn about logical inequalities (greater than, less than, not equal to, etc.) and the keywords you can use with them (AND, OR, & BETWEEN). You'll see how you can use the Date() function in the validation rule. This is the perfect class for anyone who is wants to learn proper table design in Microsoft Access.
Understanding field properties is crucial. Of course, if you have any questions about whether or not this class is for you, please. Complete Outline - Access 2010 Beginner Level 3 0.
Intro (6:53) 1. Field Properties 1 (14:40) Design View Field Size AutoNumber Field Size What is a Replication ID Text Field Size Number Field Size Byte, Integer, Long Integer Single, Double, Decimal Warning: data may be lost 2. Field Properties 2 (5:13) Caption Changes default form label Changes column header in datasheet Don't confuse with Description 3. Field Properties 3 (16:02) Format Property Number Formats General, Currency, Euro Fixed, Standard, Percent Scientific With percent 1 = 100% Decimal Places Rounded values displayed Actual values stored Currency Formats Format might hide data mm dd yyyy, hh nn ss F1 for Access Help List of Date Format Codes Text Format Phone Numbers @@@-@@@-@@@@ Yes/No Format 4.
Field Properties 4 (5:25) Input Mask Phone Number Placeholder characters Store symbols in the mask? Enter data Warning message on invalid data Date/Time Input Masks No Wizard for numbers/currency Help for Input Masks 5. Field Properties 5 (9:47) Default Value State of NY NumEmployees 1 DiscountRate.05 Automatically set current date Date() Function Now() Function includes time Yes/No Default Values 6. Field Properties (16:16) Validation Rule Inequality Symbols NULL Values not the same as ZERO Existing data violates rule Validation Text ESC escape to cancel editing Range of values AND OR BETWEEN keyword Date Values #1/1/1980# Date() Function in Validation Rule Functions in Validation Text 7. Bruce on 5/24/2012: Field Properties module 1 stops at the time index of 8 minutes and 19 seconds. I will re-try in Firefox. I am currently in Chrome.
Reply from Richard Rost: The video isn't cut off. The problem is that the FLASH PLAYER that I'm using is garbage. It's ticking off seconds too fast. Not to worry. I just purchased a NEW video player that I'll be incorporating into the web site over the next couple of days. In the mean time, as long as you see the AccessLearningZone.com logo at the end of the video, it's done. Edward Clancy on 6/20/2012: Can autonumber be forced to start at a number other than 1, lets say 1001.
Beginner 3 Field Properties 5 (00:00)-(00:37) Reply from Richard Rost: Yes, but it involves a trick. Just insert as many BLANK RECORDS as you want (in your case, 1000) and then add your first real record. It will have ID 1001. Now you can go back and delete the first 1000 blank records. Yes, you can do this automatically with a macro, SQL, or some VBA programming, but that's beyond the scope of my beginner lessons.
Lynn on 6/23/2012: I am working on my own project. I need to scan a small document into each record.How can I scan into attachment in one step or automate it? I assume this is best thing to do. Thank you, Lynn J Robbins Reply from Richard Rost: Lynn, I've been asked this question before. I don't really recommend scanning documents DIRECTLY into Access.
However, most scanners have a feature where you can scan and save to file images (JPG or whatever). If you take all of your documents and scan them to a folder, then you can use the techniques I show in my to just go through and pick them, one at a time, and save the location (full path and filename) in your database. After that point, users can just click on your link to open the document.
No need to save the actual documents in your database. That makes your database big and inefficient. Sereatha Berry on: How do i create a drop list under a tab where the customers can click on choices? For instance, I want to create a tab for Areas of Interest, and when they click on the space a drop box appears with choices that they can check off with more than one answer.
Reply from Richard Rost: This is way beyond Access Level 3. I start covering simple drop-down lists (called ) in. There is a way to select multiple items using a LOOKUP WIZARD in Access 2010, but I personally don't recommend them. I'll be covering them soon. Probably in Access Expert 2 or 3. The PROPER way to handle selecting multiple items involves using a MULTI-SELECT LIST BOX which I cover in, but that involves some VBA programming. Nick P on: Is it best to format tables or would it be better to do all formatting in forms and reports?
Reply from Richard Rost: That depends on the situation. If you know you're always going to use a specific format (like phone numbers or SSNs) then feel free to put the formatting in the table.
If it's something you might only use in a specific situation, put the format in your form or report. Formatting in a form/report always overrides the table formatting so you can still change it on the fly if you want to. Robert Maddox on 1/17/2013: Is Field Size storage actually based on the actual # of characters entered or by the defined field size (i.e.- a 30 character name or the 255 character definition)? Reply from Richard Rost: In the old days, when you specified 30 characters for a text field, Access reserved 30 bytes of storage for EACH record. This was a waste for something like FirstName when you only used, on average, 7 or 8 characters for each record. However, newer versions of Access don't do that anymore.
They dynamically allocate the space per record. Furthermore, when you compact/repair your database, Access gets rid of any empty space for all of your fields (including Memo fields which are notoriously bad at bloating your database). Now, the field size is more for YOUR use - to limit the maximum size of the field.
Jennifer Hull on 2/26/2013: Again thank you so much. Am enjoying this. Sorry for length of queries but am trying to sort this database asap. When I started with a data base of medical results, ( with access 2000) I battled with the number and decimal value fields.I was eventually advised to set all as currency as there was no problem in enterring the decimals or doing calculations. Is this still acceptable.Have used this format with the new database.
I was advised to use a default value by a statistician to have a default value that equated to ' no data available' I set this as -9 as the database at that time set 0 automatically as default and I used 0 as a value and occasionally used '-' values up to -3. Is this still acceptable or is it now possible to use null value in number fields that will be used for calculations. I understand from what you have just said that I may be able to replace the -9 with a blank value with a query later on. Thank you so much again excellent series Reply from Richard Rost: 1. Use currency for DOLLAR values.
Otherwise use doubles for floating point numbers or long integers for everything else. When in doubt. I would use NULL for 'has no value.' You can replace all of your negative numbers with an. SYED KHURRAM on 6/15/2013: I am making a order form for my store i have it on excel sheet have my store logo and have terms and conditions in text the text is about more than half the page the problem I am facing is each time my employees open it they have data from previous customers how can i import that order form from excel to access Reply from Richard Rost: Setting up an order form is a bit complicated.
I cover it in my Access 301 class. To do it RIGHT involves multiple tables.
I'll be showing a simpler version in my next couple of Expert classes. Sandy Reikofski on 7/10/2013: My database will have names of churches, other businesses and personal names. Would you recommend me making a separate table for each of these or is it okay to have them all in the same table? Reply from Richard Rost: That's up to you. I generally recommend keeping them altogether in the same table. You can have OrganizationName (either a church or business) and then the FirstName and LastName of your contact.
If you have multiple contacts, I teach you how to put them in a separate related table once you get to the Expert lessons. Martie Jacobs on 7/24/2013: Richard, thank you very much for the support added to the training. Being new to Access, to find an answer takes hours as I do not yet know all the terms.
So, it is such a relief to talk to a person on the other side who knows what I mean even if I use the wrong terms. Your training and support is of invaluable help and much appreciated. Martie Reply from Richard Rost: You're very welcome. I do my best to provide answers to questions where possible here in the Forums. I try to answer everyone who has a question with a short answer for FREE.
If I can answer you in 30 seconds or less (which is most questions) I don't mind helping you out, or at least pointing you to the right lesson if it's something I've already covered. For those people who need more in-depth assistance, the page is also available. I don't LIKE having to charge folks for support. But alas there are only so many hours in the day. Janet G on 9/11/2013: I have an existing Db that when I enter Date()in default value, it says it doesn't recognize the function Date. I tried making a new table within this same db and tried it - same thing.
I open up PCResale and it works no problem. My db began in Access 2003 and the data resides on a server. Reply from Richard Rost: That's odd. Have you tried creating a NEW database? Make sure you have: =DATE() And not just Date() or =Date in the field. Either SHOULD work, but the official command is =Date() If none of that works, your older database may have a reference to a library missing, which is a pain to fix. Make a NEW blank database and then import the objects from the old one into the new shell.
Joe Beniacar on 5/12/2014: Hi Richard, Is there ever a time when you would want to apply an Input Mask AND a Format to a field? (or is an Input Mask just a more detailed version of the Format, so we should just use this?) Thank you. Reply from Richard Rost: My general rule of thumb is that the Input Mask is for data entry, and the Format is for display. Format is easier, so if you just care about how it LOOKS, stick with that. If you want to control how data is ENTERED (and looks) then go with an Input Mask. Can you use them both?
Mark Etherton on 6/15/2014: Hello Richard. Does the 'Expert Series' coverage of custom date fields cover how to use and display both known dates and approximate dates e.g 'Circa' or 'C' in the same field. Thankyou I am enjoying the lessons and they are the best I have ever seen. Reply from Richard Rost: What do you mean by 'custom' date fields? No, you can't put 'circa' in a date field. The best you could do would be to have a second field (perhaps a yes/no value) that indicated whether or not the date was 'circa' and then DISPLAY it with the 'c.' In a custom query/form field.
Susan Holbrook on 8/7/2014: I have created a form from a customer table. There is an auto number to identify each customer. I would like the users to be able to type in new customer details and have these automatically allocated with the next auto number.
How can I do this? Classes are fantastic - I am just so impatient to be able to make this do all the things I want it to do. Thank you Sue Reply from Richard Rost: When you go to a new record and start typing in data, the next Autonumber will automatically be assigned. Chris Thompson on 8/25/2014: Jafar, The time and Date is read from your Computer - I am sure you have checked for the correct time and date.
What are you getting as an example of 'the wrong date'. Is this within VBA code or in a field within a form or report? If you are using any kind of format statement, make sure you are using the correct format. For more details check out: As well, I too had issues with the date function a while back and it was because I was using a non-USA locale (Canada English) where we show our date as DD/MMM/YYYY. However, the US locale displays info as MMM/DD/YYYY. I believe, if I recall correctly, I could not resolve this until I set my PC for US Locale in the control panel under 'regional and language options' - make note of your setting before you make any changes. Hopefully this helps.
Jeffery Giocondo on 2/19/2015: I've just started learning Access using your program and I'm on Beginner Level 3 and was wondering when/if you will show us how to create a switchboard? Also, we so far have covered how to create a table and wondered if one could have more than one table in a database? I'm thinking the answer is yes for sure. Reply from Alex Hedley: You can't make them anymore and I wouldn't advise them anyway, it's better to just create your own Main Menu form with buttons to open other Forms. Yes you can have multiple Tables, if it's not been covered yet it will be soon. Kenny Nelson on 3/3/2015: Is there a way to access field properties that are not listed on the properties sheet?
For example, I have an ActiveX Barcode Control that has several tabs of properties that I can access by right-clicking on the barcode text box. I would like to be able to use the Licensee property in VBA code to determine which of our locations the user is.
Reply from Alex Hedley: Where did you get this control from? Is there no documentation with the control?
If you set an object in your code does intellisense show any when you use the dot notation to get a property? Tyson Y on 3/19/2015: In Access 2010 Beginner 3, Lesson 4, Richard mentions hitting F1 in the Input Mask box to bring up the help system. When I hit F1, it does not take me to the help system. It brings up a web page that states: 'Hi there! You have landed on one of our F1 Help redirector pages. Please select the topic you were looking for below. TextBox.InputMask Property (Access) ComboBox.InputMask Property (Access)' How do I bring up the help system that he is referring to?
Richard replies to another user in the forum that the full version of Office may not be installed or that the user is not hitting F1 in the Input Mask box. I am not sure if I have the full version or not, but thought I did.
Reply from Alex Hedley: Is there the? Help button anywhere in the app or Help from the Toolbar?
Did you install access on the system yourself? Lesley Lockie on 7/17/2015: Hi Richard, enjoyed your 2013 beginner courses. I have a question but have skipped to Navigation buttons, thrown myself in. I have a home page/main menu of buttons, which go through to different forms of more navigation buttons which then take user to the form of records they want, i.e.
Inv Mgmt to Audio Visuals to the Form based off a query of Inv Mgmt Table/AV query. When they are clicking on all the buttons is it closing the forms automatically as they go, i.e.
If they click on 10 buttons are 10 different forms/tabs open but you just can't see them as I've turned off tabs/panes etc. Reply from Alex Hedley: Are you using Overlapping Windows instead of Tabbed Panes? Mark E on 9/19/2015: Thanks for the prompt reply. I am looking for help on an appropriate way to set up the data base to enter and sort the two different types of dates for photographs.e.g 'c1990' or '26 March 2010'.
I assume Access does not allow two different date formats to be used in a single date field. Reply from Alex Hedley: You can only have one date, you'd need to put in day month and year.
You could have another field that determines what to show, day, month or year and then use that to format the date to only show the year. R?gis D on: Hello Richard, I am trying to do following based on an Access database: - populate the database based on e txt file being also actually populated itself realtime; - gnerating graphs directly from the data being generated out of Access database. Can you tell me if above are possible using Access and, if possible, what course should I take to be able to do so? Thanks for your help. Regis Reply from Alex Hedley: Importing a Text file is covered in Graphs are covered in a few different videos. Regcleaner Windows Vista Descargar. It might be easier to link your db to excel and make the graphs there.
Rajiv Dass on: For Long integer you show '+/_ 2,000,000' but you say 'plus or minus 2 Billion (11:15)? Reply from Alex Hedley: Byte — Use for integers that range from 0 to 255. Storage requirement is 1 byte. Integer — Use for integers that range from -32,768 to 32,767. Storage requirement is 2 bytes. Long Integer — Use for integers that range from -2,147,483,648 to 2,147,483,647.
Storage requirement is 4 bytes. TIP Use Long Integer when you create a foreign key to relate to another table's AutoNumber primary key field. Single Use for numeric floating point values that range from -3.4 x 1038 to 3.4 x 1038 and up to seven significant digits. Storage requirement is 4 bytes. Double Use for numeric floating point values that range from -1.797 x 10308 to 1.797 x 10308 and up to fifteen significant digits. Storage requirement is 8 bytes. Replication ID Use for storing a globally unique identifier required for replication.
Storage requirement is 16 bytes. Note that replication is not supported using the.accdb file format. Decimal Use for numeric values that range from -9.999. X 1027 to 9.999. Storage requirement is 12 bytes. Rafael Gonzalez on 1/14/2016: This is what i get when i go F1 key.
Office VBA developer help content All context-sensitive (F1) developer help for VBA is available on MSDN and GitHub. It is no longer available on Office.com (now support.office.com). Use the following links to go directly to the VBA help content for your application. Office 2013 and later VBA references Access VBA reference Excel VBA reference Office VBA language reference Office VBA Object library reference Outlook VBA reference PowerPoint VBA reference Project VBA reference Publisher VBA reference Visio VBA reference Word VBA reference.