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TIP You can also set the Decimal Places property in a query, report, or form design and override the
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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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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 headings in the Datasheet view A caption can contain up to 2048 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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C AUTION 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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In a relational database system, you must be able to gather and retrieve related information from separate tables in the database To do this, each record in one table must be unique in some way The field or fields that contain the unique value is called 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 In Design view, you can tell which field contains the primary key by the key icon that appears in the left margin When you create a new table in Datasheet view, Access automatically adds the first field and assigns it as the primary key with the AutoNumber data type
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The AutoNumber field type is an Access tool that can guarantee unique records in a table Designating an AutoNumber field as the primary key for a table is probably the simplest way to set the key You do not need to worry about inadvertently entering duplicate values,
Part I:
Getting Started
because Access uses unique numbers to identify each record Once the number is generated, it can t be changed or deleted Access will also ensure that no other record contains the same value in that field You can choose to use incremental numbers or random numbers for records With incremental values, Access adds 1 to the value for each record you add When you choose random numbers for the AutoNumber field format, Access uses a random number generator to create the value Replication ID numbers, also called globally unique identifiers (GUIDs), are not supported in the 2007 ACCBD file format When you finish a table design without having designated a primary key, Access asks if you want it to create one for you If you answer Yes, Access either applies the primary key to an AutoNumber field if one exists or creates an AutoNumber field, which it then designates as the primary key You can respond No and leave the table without a key for the time being
Setting a Single-Field Key
If your table has a field that 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 on the Design tab in the Tools group, click Primary Key To remove the primary key designation, repeat the step You may be warned that you must delete a relationship using that field before removing it (Read more about creating and deleting relationships in 5)
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 Read 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
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