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6/26/2012 11:21:23 AM
Access 2010 Beginner 4
By Richard Rost   Richard Rost on Facebook Richard Rost on Twitter Richard Rost on Google Plus Richard Rost on LinkedIn Email Richard Rost

 
This Microsoft Access video tutorial picks up where Level 3 left off. This class continues teaching table field properties plus a lot more. You will learn:

- More Field Properties
- Required & Allow Zero Length
- Text Align & Format
- HTML Encoded Rich Text
- Indexing Fields
- Compact & Repair
- Backing Up Your Database
- Find & Replace
- Questions From Students

Click here for more information on Access 2010 Beginner Level 4, including a course outline, sample videos, and more.

Permanent Link
Course Link: Access 2010 Beginner 4
Keywords: access 2010 beginner 4 field properties required zero length compact repair backup find replace
Page Tag: whatsnew
Post Reply

Video Stuck Comment from Janice Daniels @ 4/15/2016
Further to my previous post, none of my lessons are working at the moment, I will shut down and try again.
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Video Stuck Comment from Janice Daniels @ 4/15/2016
Hi, this is my first post here, I am really enjoying the lessons.

I have clicked on Access 2010 Beginner 4 No.5 Find & Replace and the video seems to be stuck at the beginning?


Reply from Alex Hedley:

There's some Walk Thrus online.
Check out this.
Try clearing the cache, trying another browser, logging out and back in.
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Missing Fields Comment from Florence @ 3/22/2016
Thanks Alex for responding to my question.  I tried changing the data source again, and it appeared the issue is fixed now.


Reply from Alex Hedley:

:)
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Missing Fields Comment from Florence A @ 3/18/2016
Hi Richard, I am really enjoying the tutorials. Thanks a lot for your approach; you made it very easy to understand.  I have question regarding adding/deleting a field from table that you shared in the Questions from Students video. After deleting it from the table and subsequently from the form, I still got the pop up window asking me to "enter parameter value CustomerT.FaxNumber." I clicked ok to get past it. When I viewed the "existing fields" list, it showed the FaxNumber field, but not within the CustomerT available fields. Would you please enlighten me on how to correct that?


Reply from Alex Hedley:

Did you delete it from any Queries?
Or is the Form's RecordSource set to a SQL statement?
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Access 2016 on Windows 8 Comment from Darren Siow @ 1/26/2016
Hi Richard,

I am using Access 2016 on Windows 8.1 while taking your lessons.

I refer to the part where you said that there are two ways to change the contents in the textbox from Plain Text to Rich Text. The first method is to delete and re-add the textbox, and the second method is to double-click the textbox to bring up the Property Sheet, and select Rich Text in the Text Format field. When I used the second method however, I could not find the Text Format field in the list. I am not sure whether this is due to me using a later version of Access. In the end, I used the first method instead and it could work.

Kindly advise if there is a way to use the second method for Access 2016. Thank you.

Regards,
Darren


Reply from Alex Hedley:

What Formats are available?
Can you post a screenshot.
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netback Comment from Mikko Kontu @ 12/22/2015
http://www.amicron.com/downloads/netback.htm <-- 404


Reply from Alex Hedley:

Were you needing a backup solution?
It's an old piece of software that hasn't been updated for new windows versions. See this blog post for alternatives.
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Quick little tool bar does not appear Comment from Rajiv Dass @ 11/29/2015
Quick little tool bar does not appear in video (04:15)?


Reply from Alex Hedley:

Srinath mentioned this in an earlier Comment, the screen recording software didn't pick it up.
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Comment from Jennifer Ortiz @ 11/25/2015
Well I finally found a difference in 2010 and 2016. Although I'm sure there are a few more ... Smart tags do not exist in 2016 or at least not as we have seen here.
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Smart tags Comment from Valerie Flock @ 9/10/2015
I do not have a "smart tags" in my Field Properties. Is that something I need to add?


Reply from Alex Hedley:

If you're using 2013 I think they've be dropped.
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Opera browser Comment from Beuford Kidd @ 8/30/2015
I am having problems playing videos with opera browser


Reply from Alex Hedley:

I don't think Opera supports mp4. Is there another browser you can use instead?
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Handbook Issue Comment from Anonymous @ 7/29/2015
Dear Richard, dear Alex, the page 27 in the handbook, review is still not correct, like Gwyneth mentiond (3 years ago) :-)


Reply from Alex Hedley:

I did my part... Rich?
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Relationships Comment from Aaron Ross @ 7/6/2015
Enjoying these courses so far.  I have tried learning access several times before, but have always gotten stuck on relationships - looking forward to getting to those lessons.


Reply from Alex Hedley:

Have you seen the Relationships Seminar outline
/site/courselist/seminars/access-relationship/
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Comment from Abdullah Bahaziq @ 6/29/2015
I have deleted a field from the table after I added it to my form, then I delete it from the form too. I still get the message asking to enter a value (3 times). I cannot  the field in my form. Is it hidden some where or is the another way?
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Indexing is not an option Comment from Toni Woodbridge @ 4/23/2015
Example please?


Reply from Alex Hedley:

Relationships are covered in Expert 1

When you create a Table you'll usually have an AutoNumber Field as your ID.
When you want to create a Relationship to another Table you can add a Foreign Key in this second Table, name it the same as your PrimaryKey in the first but make it a Number Field this time.
Now just put the ID from the first in the Second and then you can join them in a Query
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Indexing is not an option Comment from Robin Falcone @ 3/16/2015
I noticed indexing is not an option for a field where you've input a dropdown list. Is it best to create multiple columns with checkboxes vs. a dropdown list, if those fields are ones you'll want to sort by/search/report on? Thanks!


Reply from Alex Hedley:

If this is a Lookup field in a variable don't use them.
Create it as a Number and use it as a Foreign key to another variable that lists your options
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Long Text Memo Comment from Karena Pollard @ 2/10/2015
I am using Access 2013.  On my ClientsT, I have a field name of Notes which I have chosen to be a Long Text.  There is no Memo option in the data type.  In the Field Properties there is no Append.  Is this function somewhere else?


Reply from Alex Hedley:

Long Text is the Memo equivalent

Are you after the Append Only option?
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AppendOnly option in the MEMO Comment from Jason Steward @ 1/3/2015
I love the "Apend Only" option in the MEMO/Long Index fields.  However, I sometimes find myself editing the wrong cell in number or short text and I can't remember or don't know what was in the original cell.  The ability to see the history would be perfect.  Is there a way to enable that for anything other than long text data types?


Reply from Alex Hedley:

I think it's just MEMO or Long Text Fields.
You'd have to keep track of it another way or just use the .OldValue Property before saving
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Comment from Cindy Sloan @ 11/19/2014
Craig, I noticed your question wasn't answered. The $ sign is not required because it is in front of the 2000, not somewhere in the middle, like this: 20$00. If you look in the Match box, it says Any Part of Field. That means it is only looking for the numbers 2000 in that specific order anywhere within the field. It will find 2000 in a field that contains $2000. Another example, when Any Part of Field is set, then searching for "the" would find it in fields that contain "Cat in the hat", "the raven", "other man" and "the".  All of those values contain the sequence "the" somewhere. If, however, the search is set for Whole Field, it would find in only the last of those four, not in the other three.
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index the NumEmployees and Discount Rate Comment from Joe Beniacar @ 9/18/2014
Hi Richard,
Why would you not want to index the NumEmployees and Discount Rate fields in this Customer Table, too? (conceptually)


Reply from Richard Rost:

You could if you want to. If you're going to be generating lots of reports that sort on these fields, use them as criteria, or you're going to be searching for these values, you certainly could.

Indexing makes your database bigger, and SLOWS DOWN updates, whereas it SPEEDS UP lookups. So you want to find the right balance for your database. Don't index EVERYTHING, but definitely index the fields you use a lot.
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Went to delete the FaxNumber field and now I canno Comment from Jennifer Betts @ 6/13/2014
Went to delete the FaxNumber field and now I cannot get the form to open.


Reply from Richard Rost:

Open it in design view and delete the field?
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On my form I do not move from one field to the ne Comment from Pete Theron @ 6/12/2014
On my form, I do not move from one field to the next as per the layout, it juumps between various fields. i cna i change the order so it flows from top to bottom?


Reply from Richard Rost:

TAB ORDER
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Access 2010 Beginner 4 Comment from Mark E @ 5/3/2014
Rick - When I try to join the discussion in Beginner 4 Video 2 by clicking in the "Question or comments" I get redirected to a page that says "Looks like you're trying to visit a page that doesn't exist".
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Comment from Julie Kenk @ 4/5/2014
This Access 2010 Beginning 4 was great - It's was a good refresher. What I would like to learn is how to make the bottom tool bar/Search bigger or event have this under the customer Form where I can have a search bottom directly on the customer form above the information. Kind of an easy search then looking at the bottom.
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Access 2010 Beginner 4 Comment from MICHAEL J @ 2/10/2014
Just finished lesson 5 and tried the find feature on a previous Db I have. I have a main form with a sub form, the find/search works on the main form but not the sub form is this the way access works or is it something I have done wrong.
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Comment from Ravi Chandiran @ 2/9/2014
Hello:

I would like to copy and paste one table say "VendorsT" from one database file to another database file?

I am sure it is possible. Can up help?

Thanks.

Ravi Chandiran
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Comment from Stacey Mayo @ 1/13/2014
I deleted a lable box from my form to just leave the field. I then determined I did not need the field. I deleted this field from both my form and my table, but I am still getting the error message when going into the form to enter the parameter value for that field. The field name is showing when I click to add fields to the form... but it is off set from the list. How do I get rid of this field?
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New Label Comment from Craig B @ 12/31/2013
Anon:
See if the label is associated with a control source. Also in design view, click on the label, bring up the property sheet for it, and make sure it is marked visible.
Craig.
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search fields as formatted Comment from Craig Brown @ 12/26/2013
Hello Rick:
Re: Access Beginner 4 2010 lesson 5 @7:44 the record is found after inserting a comma because "search fields as formatted" is chosen. Why doesn't access also require the $ sign?
Thanks,
Craig Brown.
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Access 2010 Beginner 4 Comment from Craig Brown @ 12/21/2013
Hey Richard:
In Access 2010 Beginner 4 lesson 3 @ approx 00:52 you mention smart tags.
I can't seem to find this in the field properties for access 2013. Am I overlooking something?
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Comment from Anonymous @ 12/11/2013
When I add a label to my form. The new label will disappear when I click off the label.
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Lookup Wizard Comment from Carl Stevenson @ 11/10/2013
Is there a specific beginner video for using the field data type look up wizard? or will this be covered in Expert?


Reply from Richard Rost:

I talk about them in Beginner 8, but I mention in several of my classes that you really DON'T want to use them because they don't obey PROPER database design. When we get into the Expert classes I show you how to create a combo box based on multiple relational tables, which is how you SHOULD handle lookups.
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append only property Comment from Lynda Hardwick @ 10/16/2013
When discussing the append only property, I understand that history is displayed.  Is there any way to obtain WHO made the changes in addition to what the changes were?


Reply from Richard Rost:

Not easily. You'd have to set up user-level security and a log table, like I show in my SECURITY SEMINAR.
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Email Distribution Comment from Raul Pendas @ 8/5/2013
I thought that you could import the E-Mail address easily into Out look.
Thank you for your time.
Raul Pendas


Reply from Richard Rost:

Well, Outlook 2013 can import a list of contacts in a CSV format (comma separated volume) which is basically a text file. You COULD do it that way, but it's not very elegant. File > Open > Import.
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Email Distribution Comment from Raul Pendas @ 8/5/2013
Rick I made a query that listed all the E-Mail addresses. How I can import them to Outlook 2010 so I can send an invitation?

Thank you for your attention to his matter.
Raul Pendas


Reply from Richard Rost:

This depends on how many you're talking about. If it's just a handful (under 100) then I would just copy and paste them into the BCC (BLIND carbon copy) field of an outgoing email message. If you have more than that, you should use some automation. I'm going to be covering this in an upcoming seminar as it's a little more complicated than I can explain here quickly.
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Email Distribution Comment from Raul Pendas @ 8/3/2013
How can you Make a Distribution list from all the E-Mail field?



Reply from Richard Rost:

Raul, can you be a little more specific? What do you mean by "distribution list?" If you mean just a list of email addresses, then create a query where EMAIL Is Not Null and that should do it.
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Control Keys Find Replace Comment from Spencer Black @ 8/1/2013
I really like:
[ctrl]+f for find, and
[ctrl]+h for replace...
...You'll probably bring that up later...
Great Training!
Thanks!
(Access 2010 Beginner 4 Lesson 5 10:10/15:18)


Reply from Richard Rost:

Yep. Those are great key combinations.
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Does compact and repair remove the memo history Comment from Anne Marie Bauscher @ 7/4/2013
Does compact and repair remove the memo column history?


Reply from Richard Rost:

Honestly, I'm not sure. Test it and see. I never use that feature myself. If I want to track a history, I set up a 2nd table so I can properly date the information in a related record. You'll see how this works when you get to the Expert lessons.
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Ellipse and Ellipsis Comment from Tracy Wilson @ 6/18/2013
Oops thanks for the correction and I still like your way anyhow.  Keep up the good work. I am learning heaps from you.  Cant wait to find out how to lock it all down so users can't access the tables and queries.  I only want them to see forms  and reports.


Reply from Richard Rost:

Thanks, Tracy. I'll be talking about some ways to secure your database in upcoming classes, but if you really want to learn that now, check out my SECURITY SEMINAR.
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Ellipse and Ellipsis Comment from Tracy Wilson @ 6/17/2013
Rick the proper name for the 3 dots button is "elipse".



Reply from Richard Rost:

Thanks, Tracy. Actually an "ellipse" is a geometric shape. The "..." punctuation mark is called an "ellipsis" (plural "ellipses"). In Access, though, it's the "dot-dot-dot builder button." That's my creation. Haha.
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check out inventory database Comment from Brian M @ 6/13/2013
Ok, Thanks.  A friend at work showed me your course. My friend is in the process of creating a check out inventory database using Access. I was so impress by the knowledge that he learned from your course. I signed up right away. I think it GREAT!! I love It!!


Reply from Richard Rost:

Thanks for the compliments.
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Search Fields as Formatted Comment from Brian Merrick @ 6/10/2013
When searching for numbers, does the Search Fields as Formatted only apply to searching numbers?


Reply from Richard Rost:

Search fields as formatted takes ALL formatting into account. So, for example, if you have a phone number stored as "3334444" but formatted as "333-4444" then search as formatted means you MUST type in that hyphen or the search won't find it. Numbers work the same. Any formatting must be typed into the search box.

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Custom Error Prompt Comment from John Banovic @ 5/10/2013
In regards to the 'Allow Zero Length' and 'Required' properties- Is there a method to customize the Access error box text? Such as, have the error message box read "First name field cannot be left blank" or "You must enter a first name" rather than "You must enter a value in the 'CustomerT.FirstName' field."


Reply from Richard Rost:

You would need to set up a validation rule and custom validation text for that.
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bad data is better than no data Comment from Mike Rand @ 3/11/2013
Your "little goofs" are far outweighed by the excellence of your courses.


Reply from Richard Rost:

Why, thank you very much. :)
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bad data is better than no data Comment from Mike Rand @ 3/11/2013
At about 00:45 You say, "Well then we get into my discussion that bad data is better than no data."  I think you meant just the opposite.  (You do clarify later on what you are trying to say.)


Reply from Richard Rost:

I did... you're right. Oops. Slip of the tongue! NO DATA is better than BAD DATA! That's the second little goof like that to have been discovered this week. I must be slipping in my old age.
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Losing Autonumbers Comment from eleni elefterias @ 1/21/2013
My Product database went from 145 to 293. What happened? I don't know if there was data entered there or not. My staff think there was a glitch in Access. We went over the products but all seem to be in the database and nothing is missing. How can I bring back those numbers and or information lost? I did the steps in this lesson Video 6 Beg 4 but they did not work to bring back any numbers.What could the problem be?


Reply from Richard Rost:

Don't worry about them. You should never use Autonumbers for values where you CARE about what they say. Just move on. If you add a record and delete it (or even hit ESC while editing and don't save it) the Autonumber is gone. Ignore it. Move on.
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Lengthen Form Comment from Nick WILLIAMS @ 1/9/2013
If your memo field is at the bottom of a form, and the form isn't long enough to read all the text, how can you lengthen the form in a way that will let you see the whole text box? When I lengthen the form the text box remains truncated.


Reply from Richard Rost:

Do you mean in design view? Just grab the bottom of the form and drag it down to make it longer. If need be, you'll get a scroll bar when you switch back to form view.
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Handbook Issue Comment from gwyneth thompson @ 12/12/2012
you guys are too funny!!

thanks for laughs :)


Reply from Richard Rost:

Our comedy duo will be here all week. Be sure to tip your waitress... and try the fish. [ba dum dum]
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Handbook Issue Comment from Alex Hedley @ 12/7/2012
Just left it in there to see if people pay attention, not!

D'oh!
Yeah I made a template from Beginner Level 1 and forgot to change it :p

Thanks for letting me know Gwyneth, that'll be a slap on the wrist for me!

Alex


Reply from Richard Rost:

Haha. FYI: he sent me the updated file this morning. Now I just need to get off my butt and upload it.
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Handbook Issue Comment from Gwyneth Thompson @ 12/6/2012
FYI - in the pdf handbook for lesson 4, the review page (what was covered in class section) hasn't been changed from lesson 1...

other than that, these Lessons are great - have learned a lot and am looking forward to creating my own database!!  I just hope I can remember everything!!

gwyneth


Reply from Richard Rost:

Thanks for letting me know, Gwyneth.

Ehem... Alex...???  :)
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Your Own Customer Code Comment from Bob @ 11/2/2012
Hello Richard - In Beginner-4, Video-6 @ at the 2:45 mark you explain that the 'CustomerID' is really for Access, not for me (the user), and can't be customized short of some programming.   If I were to create a new input field  with something like a customer "Code" with a prefix such as "CST-xxxx", will this new field complicate life when I begin to set up relations to other tables later down the road?  Thanks!


Reply from Richard Rost:

Yes, you will complicate things tremendously. If you want your own "code" then that's fine. There's nothing wrong with TWO fields: an ID Autonumber and your own manual typed-in code. You'll use the ID for relationships later, but you can still print YOUR customer "code" on invoices, etc.
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Indexing Comment from Bob @ 11/1/2012
Thanks for explaining the concept of INDEXING and how such decisions may not affect a database with hundreds of records, but does with thousands of records. And the potential effects of accessing a database over a network. All good tips that the student won't have to learn the hard way.


Reply from Richard Rost:

Thanks. You don't realize it when you first start working with databases, but as your db grows from a few hundred to a few hundred THOUSAND records, you'll see the benefits of indexing properly the first time you have to wait 3 minutes for a report to load. :)
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Compact And Repair in 2007 Comment from Mike @ 9/15/2012
Compact And Repair in 2007?


Reply from Richard Rost:

Are you asking if Compact & Repair exists in Access 2007? Yes. Absolutely. It has existed in every version of Access I can think of back to at LEAST Access 2000 (probably all of them). You'll find it under the Office Button > Manage. This is because Microsoft likes to confuse users by moving commands all over the place. :)
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Where is Compact in Access 2007 Comment from   @ 7/25/2012
on acess 2007 where do i find compact and repair database?


Reply from Richard Rost:

It's under the Office Button (the big round button in the upper-left corner) then under MANAGE > Compact & Repair Database. This is one of those examples of why Microsoft needs to stop playing with the menus! :)
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Dates in Access Forms Comment from  Kristine Gregoire @ 7/17/2012
Can I enter a field in a form that everytime the form opens up it inputs the current date. I'm trying to count the number of months a document has been expired. In one field I entered the expiration date and and in another I want "today's" date to populate so I can visually see how many months it's been expired. Also, can I create an expression in another field to count the number of months from the time the document expired to current date? Then when the document comes in and is 'Locked' I can just have a total number of months it was expired. Sorry! Kind of confusing.

Kris


Reply from Richard Rost:

Kristine, I covered the DATE function in Level 3. Just set that as the DEFAULT VALUE for your field (either in the form or the table itself) to get the current date.

Now counting the number of months is a little more tricky. If you want just a "good enough" value then you can simply subtract the number of days and divide by 30. Like this:

=(Date()-MyDateField)/30

That will give you ROUGHLY the right number of months. If you want a more exact value, you'll have to use the DATEDIFF function, which is a little more advanced.
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Quick Formatting Toolbar Comment from  Srinath Nandyal @ 7/2/2012
Lesson 2 (Field Properties 8) At about 4:15 into the lesson, you refer to "Quick formatting tool bar". Are you referring to the tool bar that appears in the top right ribbon?


Reply from Richard Rost:

I apologize for that... looks like my screen capture recording software didn't get an image of it. In Microsoft Word or Excel when you highlight some text a little mini formatting toolbar pops up just above and to the right of the text. You can select some simple formatting options like bold, italics, font, color, etc. That's available in Access too when working with Rich Text. My screen capture software just didn't record it, and I didn't realize that until you mentioned it just now. :) Thanks.
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Comment from  Joy @ 6/29/2012
I am looking forward to lesson 5. When will it be available?


Reply from Richard Rost:

Working on it now. I hope to have it finished and online by Monday.
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When do you sleep Comment from Judy B @ 6/27/2012
P.S.
When do you sleep?


Reply from Richard Rost:

Generally between the hours of 4am and 9am. :)
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Another great course Comment from Judy B @ 6/27/2012
Another great course and a lot of useful hints.
BUY these...they have so much content and such a good value.
Customer support is great and available when you need them.

Thanks Richard and support staff !


Reply from Richard Rost:

Aw gee... thanks. :)
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Access 2010 Beginner 4 Comment from James Fisher @ 6/26/2012
Another great class Richard. When will Access 5 be out, and what does this cover?


Reply from Richard Rost:

Thanks, James. We're going back into some form design for Level 5. Should be out in a couple of days. Remember, for every 1-hour class I release, there's (1) at LEAST a whole day of planning/outlining, (2) at LEAST one day of recording video, (3) usually a whole day just to get it up on the web site, and then (4) another day of promoting it properly. Remember, I'm mostly just a one-man-band... gotta wear all these hats myself. But that's OK because I couldn't just record video all day. I'd go nuts. This gives me a chance to mix up my job a bit. :)
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