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Getting Started
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Setting Field Properties
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Field properties determine how the values in the field are stored and displayed Each type of field has a particular set of properties For example, you might want certain currency values displayed with two decimal places, a dollar sign, and a comma as the thousands separator Or, you could specify the currency values be rounded off to the nearest whole dollar To specify a property setting, first select the field in the field entry pane (the upper portion of the window) in Design View, and then click the desired property in the Field Properties pane Many of the properties show a down arrow when they re selected Clicking the arrow displays a list of property options from which to choose In most cases, you can also type in the setting you want A useful field property is the Caption, which is the text that appears in the column header in Datasheet View and as the label attached to a field in a form or report The Caption property can display a more descriptive name for the values than the field name itself Access attaches default properties to every field You can accept or change the settings to customize your fields Because Text fields are the most common and most of the field properties apply to the Text data type, let s look at their properties first Table 4-1 describes the properties of a Text field, most of which are also available to other types of fields, although they have different default settings for different data types
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Property Field Size Format Input Mask Effect Specifies the maximum number of characters allowed in the field Default is 50 characters The maximum is 255 characters Determines the display appearance, such as forcing uppercase or lowercase characters In a text field, a default format isn t specified Provides a template for data conforming to a pattern, such as telephone numbers or Social Security numbers, and adds literal characters to the field, if desired Default is none Displays a name other than the field name in datasheets, forms, and reports Default is none Automatically enters the specified value in the field Default is none Specifies an expression that checks for invalid data Default is none (Unless the validation rule specifies that the field can be left blank, it can also have the same effect as setting the Required property to Yes) Displays this message if the entered data fails the validity rule Default is none Indicates this field cannot be left blank Default is No Differentiates between a blank field and a field containing an empty string of text ( ) Helpful when a value is known not to exist (such as a fax number) Default is Yes Indicates the table is indexed on this field Default is No Allows string data that is now stored in Unicode format to be compressed to save storage space Default is Yes
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Caption Default Value Validation Rule
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Indexed Unicode Compression TABLE 4-1
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Describing the Text Field Properties
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4:
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C r e a t i n g a n d M o d i f y i n g Ta b l e s
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Property IME Mode
Effect Sets the IME mode for a field when focus is moved to it IME is a program that enters East Asian text into programs by converting keystrokes into complex East Asian characters Default is No Control Sets the type of IME sentence Default is None Recognizes and labels the field as a particular type Default is none
IME Sentence Mode Smart Tags TABLE 4-1
Describing the Text Field Properties (continued)
The Text, Number, and AutoNumber field types are the only ones for which you can specify a field size Access automatically sets fixed field sizes for the other types Number and Currency fields have a property that lets you specify the number of decimal places to display as well The AutoNumber data type also has the New Values property, which determines the method of assigning a unique number to the new record Other properties, such as Input Mask and Validation Rule, include a Build button that shows as a button displaying three dots () to the right of the property text box, which you can click to get help with the property For example, if you click the button next to the Validation Rule property, the Expression Builder dialog box opens where you can get help with creating a valid expression If you don t need help building an expression, you can simply type it in the property box If the expression is invalid, Access lets you know You learn more about validation rules in the section Ensuring Data Validity
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