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In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.
By default, the column names in your queries will be the same as the field name from your table. But you have the ability to customize the column header to save whatever you would like. This is particularly helpful to translate abbreviated field names into real English with capitalization, spacing and descriptive titles. Right now I am looking at my Order Analysis Query and let's explore how this was done. We have the column headers Smallest Profit and Largest Profit. Now, I know that these are not names in any of my tables. So how did they get here? Let's take a look at the query in the Design View using the button on the left side of the ribbon.
See how each of these columns has real English words followed by a colon and a space, and then the field name from the table. These names are descriptive of the contents of the query result. For example, Smallest Profit is looking at the Profit field from the Products table and then looking for its minimum or its smallest value. Largest Profit is looking at the Profit field and finding its maximum value. If I didn't add this descriptive caption and semi-colon both the Smallest Profit and the Largest Profit would have the same column header; the field name Profit, and not explain why the two values were different.
So to create a caption, all you need to do is click before the field name, key in the column header you would like to see, follow it with a colon and a space, and you've got a caption. Making good use of captions will help your users understand the data they're looking at.
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