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3 If you want the field to use a different data type, choose the type from the list The selected data type must be compatible with the data you have already entered in the field
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You can also change the default data format by clicking the Format command in the Data Type and Formatting group Then choose from the list of formats that apply to the selected field s data type
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Changing Field Names
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As you enter new fields, Access automatically names the fields Field1, Field2, and so on To change this to a more meaningful name, right-click the field header and select the Rename Column from the shortcut menu You can also use the Rename command in the Fields and Columns group of the Datasheet tab Then enter the new name in the column header Field names can have up to 64 characters, including letters, numbers, and spaces Using a mixture of uppercase and lowercase letters can help explain the field to the user, but Access doesn t differentiate between cases in field names
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NOTE You cannot begin a field name with a space You also can t use any of the characters to which
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Access attaches special meanings, such as a period, exclamation mark, and square brackets See the Help topic, Access 2007 reserved words and symbols for a complete list
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Using a Field Template
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Access 2007 has included the field templates from previous versions and grouped them in the table templates You can save time by placing these templates in your new table To see the list of the templates you can add to your table in Datasheet view, do the following: 1 On the Datasheet tab in the Fields and Columns group, click New Field 2 In the Field Templates pane, click the plus sign (+) next to one of the table template names to see the fields in that table
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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
PART I PART I PART I
3 When you find the field you want, click and drag it through an existing row to the table Drop the field when the insertion line appears in the column divider 4 When finished, click the Close button in the Field Templates pane or click the New Field command again to add more
NOTE You can select more than one field from the Field Templates pane and drag the group to the
Datasheet view To select contiguous fields, select the first field in the list and hold down shift as you select the last field If the fields are not contiguous, hold down ctrl as you select them individually They will appear in the table in consecutive columns
Adding Fields from an Existing Table
When you build a relational database, the related tables will have fields with matching data types If you have already built one of the tables and are working on a new table that may or may not yet be related, you can add fields from the existing table To do this, you need to see the list of all existing fields in all the tables in the database In the Fields and Columns group on the Datasheet tab, click Add Existing Fields The Field List pane opens, as shown in Figure 4-2, with the names of all the tables currently in your database The list contains two categories of tables: Fields Available in Related Tables related Fields Available in Other Tables Lists all the tables to which the current table is Lists tables not yet related to the current table
Part I:
Getting Started
FIGURE 4-2
Selecting elds from existing tables
To see the list of fields in a table, click the plus sign (+) next to the table name If you want to add one of the fields in the list to your new table, drag the field name to the Datasheet view and drop it when you see the insertion line This starts the Lookup Wizard, which helps you add lookup columns to the table that contain the values from the field you chose (There is more about lookup fields later in this chapter; see 6 for details of using the Lookup Wizard in Design view to create lookup fields)
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