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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.
When you assign the datatype number to a field you've several considerations to take into account. Understanding the different number field sizes can help keep your file size down. The first question is what is a number? Your phone number, or ZIP code are made up of numbers, but they're truly text fields. You don't add your ZIP code and my ZIP code together to create a new location. We use the Number datatype when you'll potentially perform some sort of mathematical calculation on the field. A good example would be the Quantity field where you would add or subtract your numbers or inventories.
It's important to choose the most appropriate number field size for your data, because each number option reserves space in the database and that space is set aside, even if it's not used. Let's take a look at our orders table in design view and see how this works. Click on the Quantity field and I can see that it's a Number datatype, and down in the Field Properties the Field Size is by default Long Integer, but if I click on this dropdown I have several different options and let's take a look at what each of these means.
A Byte is the smallest practical amount of space your computer can store any one piece of information. So if we make our number datatype byte, you're cutting down how much disk space is used for this one piece of information. The byte field size is used for integers that range from 0 to 255. The Integer field size is used for numbers that range from -32,000 to +32,000. A Long Integer is used for numbers that range from -2 billion to positive 2 billion.
If you need a decimal, the single decimal type is for decimals up to seven significant digits. Double is for decimals up to fifteen significant digits. The Decimal decimal type is for numbers up to thirty significant digits and there is also an option for something called a Replication ID, but that's actually for compatibility with enterprise databases and is not really used in Access. Long Integer and Double are the two most common Number types. If you're working with AutoNumbers and LookUp fields the datatype for your foreign key has to be a Long Integer.
We go into this in detail in the working with auto numbers as foreign Keys video in this course. Now, in our case, when a customer orders, it's possible they'll want more than 255 of a product. Now honestly, that's not likely, but it's possible. So a Byte is not big enough. So Integer is our next option and I don't think anyone's going to order more than 32,000 of one of our olive oils, so that's safe. And they can't order half a bottle, so I don't have to consider one of the options that allows for Decimals.
So in this example, Integer is the smallest number type that suits our data. By changing Long Integer to Integer, we've saved half of the disk space reserved in the database to hold this piece of data. It's small, but over time it can become significant. Understanding these number types separates the pros from the amateurs in Access database design.
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