Instead of entering data in a field, you can choose data from a drop-down list. Choosing data from a list not only makes entering data go faster, it makes entries more accurate. With a list, you can be sure that you or others are entering data correctly—and consistently—in the database table. Access offers two ways to create a drop-down list for entering data. You can type the items that appear on the list yourself, or you can get the items for the list from a column in a database table.
Both techniques are described in the following pages. Type the list yourself if the items on the list are not likely to change. By getting the items from a database table, you can access a completely up-to-date list of items. As the number and variety of items in the database table changes, so will the number and variety of items on your drop-down list, because items on the list will come from a database table.
LEARN BY EXAMPLE: Open the Figure 27-7 (Lookup) file to see
examples of drop-down lists in database tables.
The following illustration shows a drop-down list with budgeting account names and numbers. Instead of entering this information, users can simply choose it from the list. That saves time and ensures that the account is entered correctly.
Illustration 1
Follow these steps to create a drop-down list of your own:
1. In Design view, click in the field in which you want to create a drop-down list.
2. In the Data Type column, click to open the drop-down list and choose Lookup Wizard. You see the first Lookup Wizard dialog box.
3. Click the I Will Type The Values That I Want option button and then click Next. As shown in Figure 27-6, the second Lookup Wizard dialog box appears. This is where you type the values that will appear on the list.
4. Under Col1, type each item that is to appear on the drop-down list. When you have finished, click Next.
NOTE: You can create a multicolumn
drop-down list by entering the number of columns you want in the Number Of
Columns box and entering choices under each column.
5. In the next Lookup Wizard dialog box, enter a name for the field in your database table, if necessary. Then click the Finish button.