Key Points


  • You can set properties that restrict the type and amount of data that can be entered into an Access database.

  • You can replace specific words or phrases by using the Replace command, or quickly enact conditional changes by running an action query.

  • The Data Type setting restricts entries to a specific type of data: text, numbers, dates, and so on. The Field Size property for the Text, Number, and AutoNumber data types restricts the number of characters allowed in a text field or the number of digits allowed in a number or AutoNumber field. The Input Mask property controls the format in which data can be entered.

  • You can use a validation rule to precisely define the information that will be accepted in one or several fields in a record. At the field level, Access tests each entry against the rule when you attempt to leave a field. At the table level, Access tests the content of several fields against the rule when you attempt to leave a record. In both cases, Access rejects any entry that doesn’t comply with the rule.

  • For fields with a fixed set of possible entries, you can use a lookup field to ensure that users enter the right information. This helps prevent inconsistencies, thus making it easier to sort and search your data.

  • You can use an update query to quickly perform an action, such as replacing the contents of a field, based on the results of a query.

  • You can use a delete query to quickly delete records that meet specific criteria. You should always back up your database before running a delete query, and you must exercise caution when deleting records in this way. The effects of a delete query can be far-reaching, and you can’t recover deleted records.

  • There are several utilities that you can use to keep your database running smoothly-Compact And Repair Database, Performance Analyzer, Database Documenter, and Microsoft Office Diagnostics. You can keep your application healthy by taking advantage of these utilities before Access indicates there is a problem with your database.



2007 Microsoft Office System Step by Step
2007 MicrosoftВ® Office System Step by Step
ISBN: 0735622787
EAN: 2147483647
Year: 2004
Pages: 231

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