If you want to leave the field blank and don t care why it s blank, set both the in Microsoft Office

Printer PDF-417 2d barcode in Microsoft Office If you want to leave the field blank and don t care why it s blank, set both the

If you want to leave the field blank and don t care why it s blank, set both the
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Required and Allow Zero Length properties to No
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If you never want to leave a field blank, set Required to Yes and Allow Zero Length
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to No You cannot leave the field without entering a value, even if it s only Don t know or None
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If you want to tell why the field is blank, set Required to No and Allow Zero Length
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to Yes Then you would leave the field blank if the information isn t known or enter quotation marks ( ) to indicate the field doesn t apply to the current record (no pager exists)
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If you want to leave the field blank only if you know the field isn t relevant to a
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record, set both properties to Yes Then the only way for you to leave the field blank is to enter a zero-length string either by typing or pressing the SPACEBAR
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NOTE When you allow blank fields, you can still use the Find and Replace options from the Edit
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menu to locate fields with null values or zero-length strings To find records with blank values, place the insertion point in the field and choose Edit | Find or click the Find toolbar button Type null in the Find What box to find the null values or type to find fields with zero-length strings In the Match box, be sure to ask Access to match the whole field or you ll find a lot of fields with blanks between words Also be sure to clear the Search Fields As Formatted check box See 6 for more information about locating specific records
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Assigning a Default Value
If one of your fields usually has the same value for example, the State field in a list of local customers use the Default Value property to have that value automatically entered when you add a new record You can still change it to a different value when you enter data, but a default value can save time during data entry, especially if it s a long value like California or Pennsylvania A newly assigned default value doesn t affect values already entered in the table; only new entries are affected A default value can be assigned to any type of field except an AutoNumber or an OLE Object To assign one, enter the value in the Default Value property for the field The type of
Part I:
Getting Started
value you enter depends on the data type The value must also conform to the property settings and data type requirements Some examples of default values are
Field State City Hours Deposit Entry Date Data Type Text Text Number Currency Date/Time Value CA Los Padres (If the value contains punctuation or spaces, it must be enclosed in quotation marks) 8 500 Date() (Automatically enters current system date)
TIP If you assign or change a default field value after entering record data, you can change the
existing values to the new value by pressing CTRL-ALT-SPACEBAR with the insertion point in the field
NOTE If you want to assign a Yes/No field default value for use in a foreign country, enter an equal
sign before the choice (=Yes) and the equivalent word from the local language of the computer will be displayed For example, a Yes value would be displayed as Oui in France You needn t be in Design View to create a new table; you can do it right in Datasheet View by entering data directly into a blank datasheet Access automatically analyzes the data you enter and assigns the appropriate Data Type and Format to the field If any ambiguity occurs, the field is considered to be a Text field To begin a new table in Datasheet View, do the following: 1 Start a new datasheet by one of the following methods:
Double-click the Create Table by Entering Data item in the Database window Open the New Table dialog box, choose Datasheet View, and then click OK
2 A blank datasheet opens displaying 10 columns and 21 rows The columns are named Field1, Field2, and so on 3 Enter the field names in each column by double-clicking the column header and replacing the default Fieldn caption If you enter the fields in the wrong order, you can always change the order later in Design View 4 Enter the field data for each record, and then click Design View
TIP To copy the field value from the previous record, use the ditto key combination, CTRL- (apostrophe)
5 Switch to Design View and save the table with the desired name Access offers to assign a primary key when it saves the new table or you can designate one in Design View Figure 4-8 shows the design of a table created in Datasheet View
4:
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