MS Access: Defining Data Entry Rules Instructor: Vicki Weidler Assistant: Joaquin Obieta

Overview Create field input masks using the Input Mask Wizard Set Required, Allow Zero Length, and Field Size properties Define validation rules and text for entering data in a field

Input Masks Input masks allow you to control the way data is entered in a field First section contains the input mask Second section determines whether to store literal characters with the values that are entered Third section specifies placeholder characters

Input Mask Characters CharacterDescription 0Must enter a number between 0 and 9 9Can enter a number or space (0 through 9), but entry is not required #Can enter a number or a space; entry is not required and all blank positions will be converted to spaces LMust enter a letter, A through Z ?Can enter a letter, A through Z, but entry is not required AMust enter either a letter or a number aCan enter a letter or a number, but entry is not required &Must enter a character or a space CCan enter a character or space, but entry is not required <Any letter that follows will be converted to lowercase >Any letter that follows will be converted to uppercase

Setting Properties PropertyDescription RequiredUsed to specify that a field is required and a value must be entered in it AllowZeroLengthUsed to specify that the field can contain null values Field SizeUsed to specify the maximum number of characters that can be entered in the field

Validation Rules You can set conditions on types of data, data format, or number of characters that can be entered in a field. If the data entered in the field violates the validation rule, Access automatically prompts for a correct value.

Setting Validation Rules RuleDescription Like “S???”The value in the field should have 4 characters and the first character should always be an S <>0The value in the field should not be equal to zero 0 or >100The value in the field should be 0 or greater than 100 <#1/1/2000The date in the field should be earlier than January 1, 2000

Validation Text When a validation rule is violated, you can display your own text in the warning message box.

Summary Create field input masks using the Input Mask Wizard Set Required, Allow Zero Length, and Field Size properties Define validation rules and text for entering data in a field

Resources Questions & Answers Evaluations Thank You!!! Conclusion