Modifying or Deleting the Primary Key in Microsoft Office

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Modifying or Deleting the Primary Key
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You might find the primary key doesn t always have a unique value after all and decide to use a different field or create a primary key with two or more fields To change the primary key, select the row you want as the primary key and click the Primary Key button The key icon is removed from the old key field and appears in the new one To add another field to the existing primary key, select both the old and new key fields, and then click the Primary Key button The key icon appears in the row selector of both rows At times, you might want to disable the primary key temporarily for example, if you re importing records from another table, some of which might contain values that duplicate your original table You must remove any duplicates in the new data before restoring the primary key This has no effect on the data stored in the field designated as the key: it removes the key field feature temporarily
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To remove the primary key designation, select the primary key field and click the Primary Key button If the key is used in a relationship, you must delete the relationship before you can remove the key
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Modifying or Deleting an Index
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To delete a single-field index, change the field s Indexed property to No This removes only the index; it has no effect on the field itself or the underlying data In the Indexes dialog box, you can add or delete fields from a multiple-field index, change the sort order for any field in the index, or change the index properties You can also change the field order in the index
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To remove a field from a multiple-field index, display the Indexes dialog box, select
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the field row, and then press the DEL key
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To remove the entire index, display the Indexes dialog box, select all the rows in the
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index, and then press the DEL key
To insert an additional field into the index, display the Indexes dialog box, select the
field below where you want the new field to appear, press INSERT, and then enter the new field name
To change the field order in a multiple-field index, select and drag the field selector
to the desired position in the index definition
To change the sort order for any of the fields in the index, choose from the
Sort Order list After making changes to the table s indexes, be sure to save the table Access reminds you to do so if you try to close the table or if you return to Datasheet View without saving
Ensuring Data Validity
You ve seen a few of the ways Access helps you ensure the values entered in your database are valid The data type you choose for the field can limit the values to, for example, date and time values You can also limit the number of characters in a Text field and prevent duplicate values A direct way to ensure valid data is to set some rules the values must obey You can specify two kinds of data validation rules: field validation and record validation A field validation rule can limit the value to a few specific values or to a range of values The rule is checked when you try to move to another field in the same or another record For example, a rule could limit a numeric value to a range between 1 and 100 or insist a date value fall in 2004 A record validation rule is handy for comparing the values in two fields in the same record The rule is checked when you move out of a record and Access attempts to save the record Access won t save a record with a conflict between fields For example, a record validation rule could prevent saving a record in which the Job Cost is greater than the Bid Price Another record validation rule could ensure the elapsed time between dates in two separate fields doesn t exceed a specific value When either type of rule is broken, Access displays a message in a warning box that explains the violation and doesn t leave the field or record The message you want to display is the Validation Text property in the table or field property If you don t enter message text, Access creates a standard default message, such as the one shown here
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