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To change the number of Decimal Places in the display, click the arrow in the Decimal Places property box and choose a number from the list or simply enter the desired number If the field retains the default Long Integer property, the values are then rounded to the nearest integer, no matter how many decimal places you specify for the display
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TIP You can also set the Decimal Places property in a query, report, or form design and override
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the setting you specified in the table design To change the number of decimal places stored in the field, change the Field Size property to one of the settings for real numbers, such as Single, Double, or Decimal, which aren t limited to integers
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Including a Caption
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If someone else is going to use the database and you think the field names aren t descriptive enough, you can use the Caption property to change the column heading in the Datasheet View A caption can contain up to 2,048 characters, in any combination of letters, numbers, special characters, and spaces Be aware, however, that the space where the caption will be displayed might be limited The new caption also appears in queries and replaces the text in the field labels attached to controls in report and form designs The field names remain the same; only the labels show the new caption text
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CAUTION If you rename the field later in Datasheet View, the Caption property is deleted To
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prevent this, rename fields only in Table Design View
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Choosing a Primary Key
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In a relational database system, being able to gather and retrieve related information from separate tables in the database is important To do so, each record in one table must be unique in some way The field or fields that contain the unique value is the primary key Access neither permits duplicate values in the primary key nor does it permit null values A valid unique value must be in the primary key field or field combination throughout the table
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Setting a Single-Field Key
If your table has a field you re sure won t contain any duplicate values, you can use that field as the primary key In the table Design View, click the field row you want to use as the primary key, and then you have three ways to designate the field as the primary key:
Click the Primary Key toolbar button Choose Edit | Primary Key Right-click the field row in the upper pane and choose Primary
Key from the shortcut menu To remove the primary key designation, repeat any one of the previous steps
Part I:
Getting Started
NOTE If you choose the field as the primary key after you enter data and duplicate values occur
or one of the records has a blank value in that field, Access won t set the key However, you can run a Find Duplicates query to locate and correct any duplicate entries More about queries in s 8 and 9 You can also solve the problem by choosing a different field as the primary key, adding another field to the key, or adding an AutoNumber field to use as the key
Setting a Multiple-Field Primary Key
If you can t guarantee the values in a single field will be unique throughout the table, you can combine two or more fields as the primary key For example, in a list of customers, you might have several with the same last name, so that field couldn t be used as a primary key You could combine first and last names to create unique values, though, or, if that still doesn t work, combine first, last, and middle initial or ZIP code But, better yet, use an AutoNumber field instead
TIP The multiple-field primary key field is left over from the days before Microsoft invented the
AutoNumber data type Rather than create a multiple-field primary key, adding an AutoNumber field to do the job is much simpler and safer Access makes sure every record is unique The main use for a multiple-field primary key is in a junction table, which is used to bridge two tables that are related with a many-to-many relationship, as described in 5 To set a primary key that combines two or more fields, hold down CTRL while you select each field If the fields are contiguous in the list, select the top field row and hold down SHIFT while you select the last row you want to include After you select all the fields you want in the key, use the Primary Key button or a menu option as before Key icons appear in each row included in the multiple-field primary key The following table has a three-field primary key that includes the first and last names with the ZIP code Note the key icons in the field selectors at the left of the field names
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