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In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.
When using Lookup fields, you can also make them multi value so that the user can pick several options off of the list. Let's add a Multi Value Lookup field to the Customer table. Right-click on Customers and choose Design View. Scroll down and click on the gray box next to WebPage and then choose Insert Row to add a row above it. In the Field Name, enter Type. Now TwoTrees Customers fall into two categories: Retail stores and Restaurants. In a few cases, our customers both buy our olive oils as food ingredients and sell the bottles out in front.
We're going to make a field with a dropdown, allowing the user to pick one, the other, or both. Click on the Data Type and choose Lookup Wizard. Click on "I will type in the fields that I want" and click Next. Here's where we enter the values for the list. The first will be Retail, and the second will be Restaurant. Click Next. If you wanted to change the label, you could. If you want the user to only be able to select from these two choices, put a check mark in this Limit To List box.
Otherwise, the user can also enter in additional values. By checking off Allow Multiple Values, we can now pick as many as we want from the list. Click Finish, and let's take a look at our field properties. Click on this Lookup tab, right down here. Combo Box is the default view. If I choose this dropdown, I could also change it to a Text Box so that they would have to type in their values, or a List Box, which would show them all at one time. The Combo Box creates a dropdown. Value List means that you've typed it in yourself, as opposed to gathering the fields from another table.
The Row Source are the options. You could add as many as you wanted by hand here, by putting in another semicolon and putting in your options in quotation marks. Now let's see how that looks in our table. Click on the Datasheet View, and it will ask us to save our table. Say Yes. Scroll over to the right, until you see Type, and click on the first row for Gina's pizza and drop it down. We see Retail and Restaurant. We can put a check mark in any one, or both. Click OK.
Now Gina's pizza is noted as a Restaurant. Multi Value Lookup fields give you extra flexibility when a field can have multiple entries.
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