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Microsoft Office 2003:

Advanced

ADVANCED MICROSOFT ACCESS Lesson 7 – Modifying Table Design

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Objectives

Select and customize input masks.

Enter data with input masks.

Use validation rules and text.

Set required properties.

Set lookup fields.

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Terms Used in This Lesson

Customize: To build according to individual specifications.

Input Mask: Predetermined formats for data.

Lookup field: Field that pulls data from a field in another table or query in the database.

Properties: A quality or trait belonging to a particular item.

Validation rule: A rule ensuring that data conforms to guidelines.

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Input Masks

An input mask is a pattern that data can follow so that the data is entered in the same pattern for each cell in a field.

An example of an input mask would be a field for Social Security numbers. The Social Security Number input mask looks like this:___-__-____

You simply enter the numbers and Access automatically adds the hyphens.

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Input Masks (cont.)

Microsoft Access has a variety of input masks from which you can choose.

The input mask selected will determine how your data is formatted in a field.

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Troubleshooting Tip

If you get an error message when entering data in a field with an input mask, go back into the table’s design and view the input mask for potential errors.

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Validation Rules and Text

Validation rules are properties applied to a field that either require certain values to be entered or prevent them from being entered.

If a validation rule is violated, then a message box containing the validation text appears to explain the validation rule.

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Validation Rules and Text (cont.)

Example of a message box with validation text.

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Troubleshooting Tip

If a validation rule does not work on a your computer, then review the validation rule itself. Sometimes a different option is selected other than the one indicated, such as greater than versus less than

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Setting Required Properties

Error message that displays if the person entering data attempts to leave the field without entering data.

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Creating Lookup Fields

Lookup Lookup tabtab

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Creating Lookup Fields

After a lookup field is created, you simply enter data into the field by selecting the option from a list.

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Summary

Input masks are used to save data entry time and improve the accuracy of the data entered.

After an input mask is selected or customized, data entered into the field will display the new format.

Validation rules can help prevent data entry errors by indicating when incorrect data is entered.

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Summary (cont.)

When you apply the required property to a field, Access requires that data be entered into the field before moving to another record.

A lookup field lets you pull or “look up” data from another table or query in the same database.

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HOMEWORK – ACCESSLESSON 7

Review Questions – Written Questions

Project 7-1

Project 7-2