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Setting validation rules

From: Access 2010 Essential Training

Video: Setting validation rules

Validation Rules check your data for accuracy according to your company's standards and the needs of your database. There are two kinds of Validation Rules: Field Validation, ensuring that the correct data is entered, and Record Validation, ensuring that multiple fields in the record work together harmoniously. Let's open up the Orders table and click in the Quantity field. Go up to Table Tools and the Fields tab, and then over here on the far right is the Validation button. Choose Field Validation Rule.

Setting validation rules

Validation Rules check your data for accuracy according to your company's standards and the needs of your database. There are two kinds of Validation Rules: Field Validation, ensuring that the correct data is entered, and Record Validation, ensuring that multiple fields in the record work together harmoniously. Let's open up the Orders table and click in the Quantity field. Go up to Table Tools and the Fields tab, and then over here on the far right is the Validation button. Choose Field Validation Rule.

The Expression Builder opens. Type >0 AND <72 and click OK. That means a quantity has to be entered, and it has to be less than 72. But now that we've restricted what numbers can be entered into the field, it's important to let your users know what they can and can't enter. There's nothing more frustrating than not being allowed to enter what you are trying to type, and not knowing what you can type. So click on the Validation button again and choose Field Validation Message.

In real English, tell you user their allowed values. "Quantity must be greater than 0 and less than 72." Click OK, and then close your Orders table and Save it, if needed. Now open up the Products table, and let's do the same thing in Design View. Click on the Size Field and come down here to Validation Rule.

Here is where we are going to list our bottle sizes. We'll type =8 or =16 or =32 or =64 or =128. It's important that your Equal signs, spacing, and ors are all right. This works exactly the same with Text values. Access will automatically add quotation marks around the words.

In the Validation box right below, enter "Bottle ounces must be 8, 16, 32, 64 or 128." Go ahead and Close your Products table, and Save it if it asks. Next, let's enter in a Record Validation. This allows you to compare two field values and bring up an error message if the combination doesn't work. For example, our Sales Reps termination date must be after their start date.

Open up the Sales Reps table in Datasheet View. Go back to the Fields Ribbon, click on Validation, and come down to the Record Validation Rule. In the Expression Builder, double- click on EndDate - you might have to scroll down - and type a greater than sign, which for dates means after and double-click on StartDate. Notice that Access put square brackets around the field names for you. Click OK. Now, Save and Close your Sales Reps table.

We will test all these Validation Rules in Chapter 4 of this course. By setting Validation Rules, you'll greatly reduce human error during data entry.

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This video is part of

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Access 2010 Essential Training

79 video lessons · 63416 viewers

Alicia Katz Pollock
Author

 
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  1. 1m 25s
    1. Welcome
      51s
    2. Using the exercise files
      34s
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
      55s
    3. Creating a new file
      1m 10s
    4. Trusting a file
      56s
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
      54s
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
      48s
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 49s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 52s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
      53s
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
      58s
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
      51s
  13. 6m 41s
    1. Compacting and repairing a database
      48s
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye
      14s

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