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Creating lookups

Resolved · Low Priority · Version 2007

Reply Wed 15 Jun 2011, 13:30Delegate Sarah said...

Sarah has attended:
Access Introduction course
Access Intermediate course
Access Advanced course

Creating lookups

I am creating a database for recording customer orders for certain products. I have created a customer details table and a product details table. I am trying to create an orders table with a field in it called 'product' which contains a look up list which displays values from multiple fields in the product details table. However when I use the Lookup wizard to create this list and then use it, I can only see the first field value, not all.

For example: Customer wishes to order a chocolate sponge size 12 inch. Lookup list should display these by finding 'chocolate' from 'flavour' field, 'sponge' from 'type' and '12 inch' from 'size', however only 'chocolate' is visible.

How do I make the look up list to display the values together, ie 'chocolate, sponge, 12 inch' and how can I make it possible for the customer to select multiple choices in an order without making it a new record

Thanks (I am new to Access!)

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Reply Fri 17 Jun 2011, 11:00Trainer Stephen said...

RE: Creating lookups

Hi Sarah

Thanks for your question

In order to accomplish this you cannot use the wizard. You would have to use VBA and SQL to filter the form. This is covered on the Access VBA course, and is too involved to describe here.

As an alternative you could use the forms filter function to achieve your objectives. Siply click the filter button on the ribbon, and then enter the relevant values into the relevant fields

Hope this helps

Regards

Stephen

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Access tip:

Choosing data types in Access

Not sure which data type to use for your Access fields? Here are some guidelines to help you choose a data type to assign to a field.

- The Text data type can accept up to 255 characters. For information that will be recorded in paragraphs, use Memo.

- Also use Text for numbers that aren't going to be used in calculations, e.g. phone numbers.

- Use the Currency data type for monetary amounts.

- Use Date/Time for dates.

- Most other numbers can use the Number data type, but the Field Size property may have to be altered.

- For fields that have only two alternatives (yes, no) use Yes/No data type. If there is likely to be a third entry option (e.g. maybe or don't know) use Text instead.

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