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AS ICT Building MS-Access Databases. Creating a Combo Box Drop Down List 1.When creating a Field requiring a Drop Down list in a Table, select the Lookup.

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Presentation on theme: "AS ICT Building MS-Access Databases. Creating a Combo Box Drop Down List 1.When creating a Field requiring a Drop Down list in a Table, select the Lookup."— Presentation transcript:

1 AS ICT Building MS-Access Databases

2 Creating a Combo Box Drop Down List 1.When creating a Field requiring a Drop Down list in a Table, select the Lookup tab in Field Properties 2.Set the Display Control to Combo Box 3.This will open an Edit List Items window 4.Enter the drop down values you require on separate lines 5.If required enter a default value 6.Press the OK button when finished When subsequently entering data in to the table (directly or through a form), click the drop down button to display the valid entries and select the required value from the list

3 Creating Percent Fields 1.Set the Data Type to Number 2.In field properties: i.Select General tab ii.Set Field Size to Single iii.Set Format to Percent iv.Set Decimal Places to an appropriate value v.If required, set Default Value as a decimal fraction of 1 (e.g. enter to get 17.5%) Note: On some field properties, a drop down menu button will appear when the data entry field is active. Press this button and select the required property from the list of permissible values displayed on the menu.

4 Creating Table Relationships (1) 1.When all tables have been created, click on the Database Tools tab to display the Database Tools Ribbon 2. Click on the Relationships button to display the Relationships Form 3.Either click the Show Tables button or position the cursor on the Relationships Form, right click then select Show Table… from the drop down menu

5 Creating Table Relationships (2) 4.Select the table that you wish to create a relationship from the list 5.Click the Add button to display the table on the Relationships Form 6.Repeat steps 4 & 5 for all required tables

6 Creating Table Relationships (3) 7.Click on a Primary Key field on one table 8.With the mouse button held down drag the cursor to the Secondary key field in the related table 9.This will cause the Edit Relationships window to open 10.Check the Enforce Referential Integrity box 11.Click the Create button to create the relationship 12.Repeat steps 7 to 11 for each relationship to be created Depending on the type of relationship, a one to one or 1 to many relationship line will appear between the pair of tables. 13.Close and Save the Relationships Form when finished

7 Printing a Table Relationships Report It is common practice to position tables to reflect the position of entities shown in the ERD developed during the Design stage. This done by clicking on the table name bar and dragging it to the required position. When the tables are positioned as required, click the Design tab on the Menu Bar if this is not the active ribbon Click the Relationships Report button to display the report.

8 Printing a Table Relationships Report When the Relationships Report is displayed, right click on the report to display a drop down menu. Select the Print… option to open the Print window and follow the normal procedure for printing documents. If required, the report may be saved when closing for future use.


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