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Getting Started
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If you want to tell why the field is blank, set Required to No and Allow Zero Length 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) If you want to leave the field blank only if you know the field isn t relevant to a 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 to locate fields
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with null values or zero-length strings To find records with blank values, place the insertion point in the field and choose the Find command in the Find group on the Home tab 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 and then click Find Next See 6 for more information about locating specific records
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Assigning a Default Value
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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 using a default value can save time during data entry, especially if it s a long value such as 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, an OLE Object, or an Attachment To assign a default value, enter the value in the Default Value property for the field The type of 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 shown here:
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Field State City Data Type Text Text 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)
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Number Currency Date/Time
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TIP If you assign or change a default field value after entering record data, you can change the
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existing values to the new value by pressing ctrl-alt-spacebar with the insertion point in the field
4:
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
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 French
PART I PART I PART I
NOTE For information about importing and linking to other sources to create a new table, see
22
Copying an Existing Table Structure
If you already have a table with a structure similar to what you need now, you can save time by copying the structure to a new table without the data Then change the field names and properties as necessary To copy the table structure without opening the table, follow these steps: 1 Right-click the existing table name in the Navigation Pane and select Copy from the shortcut menu 2 Right-click the Tables group title bar in the Navigation Pane and select Paste from the shortcut menu The Paste Table As dialog box opens
3 Enter a name for the new table, choose Structure Only, and then click OK The new table inherits the field properties from the original table If the table is open in Design view, you can use the Clipboard group commands to copy and paste the table structure The Paste Table As dialog box opens as before
Setting Table Properties
Two types of table properties are available in an Access database: table object properties and table definition properties Table object properties include name, owner, dates of creation and last revision, and attributes, such as Hidden or Replicable You can view these properties by one of the following methods: Right-click the table name in the Navigation Pane and choose Table Properties from the shortcut menu Select the table name in the Navigation Pane and on the Database Tools tab in the Show/Hide group, check the Property Sheet command
Part I:
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