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Access Beginner Level 4
Beginner Microsoft Access Tutorial - 1 Hour, 19 Minutes

This Microsoft Access video tutorial picks up where Level 3 left off. This class continues teaching you about Table Field Properties. You will also learn about Indexing, Compact & Repair, and Find & Replace. Topics include:
  - 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

Order Now

If you would like a preview of what's covered in this class,
click here to watch the first lesson of this course (free of charge), or scroll down for more information.


Access 2010 Beginner Level 4
Description: Access 2010 Beginner Level 4
Versions: Recorded with Microsoft Access 2010
Works fine with Access 2013 and 2007
Pre-Requisites: Access 2010 Beginner Level 3
Running Time: 1 Hour, 19 Minutes
Cost: $12.99

This class picks up where Level 3 left off. We will continue our focus on the Field Properties for your table fields. You will learn about the Required property, null values, zero-length strings, text align, text format, append only, indexing, and more. We will also discuss compacting, repairing, and backing up your database, and the find & replace feature.

We will begin by learning the Required and Allow Zero Length properties. You will learn about null values vs. zero-length strings. You will learn why no data is better than bad data.


Next you will learn about the Text Align, Text Format, and Append Only properties. You will learn about HTML-Encoded Rich Text and how you can use it to allow text formatting options in your forms and reports. You will learn how the "append only" property is misleading, and how to show the history of changes in a memo field.


Next we will spend a few minutes talking about some field properties you'll probably never use, like SmartTags, Unicode Compression, IME Mode, and such. Then, we'll spend a great deal of time talking about a very important concept called Indexing. You'll learn why you should definitely use it, what it's used for, and what the benefits of Indexing your fields are.


In Lesson 4 we'll discuss some important database maintenance techniques including Compacting & Repairing your database, why compacting is essential, and how to properly backup your database.


Next you'll learn all about the Find & Replace feature including all of its options. You'll learn how to use Find & Replace in both tables and forms, and one thing you should definitely do before using the Replace All feature.


This is the perfect class for anyone who is wants to learn proper table design in Microsoft Access. Understanding field properties is crucial. You should also definitely know about compact & repair, and backing up your database. Of course, if you have any questions about whether or not this class is for you, please contact me.


Complete Outline - Access 2010 Beginner Level 4

00. Introduction (6:07)

01. Field Properties 7 (10:42)
No data is better than bad data
Data integrity rules
Existing data violates the new setting
Null Values vs. Empty String
Zero Length Text
Allow Zero Length
Access automatically trims spaces

02. Field Properties 8 (9:18)
Text Align
Left, Right, General, Distribute
Text Format
Plain Text
Rich Text
HTML Encoding
Change table, change form
Append Only Misleading
Show Column History

03. Field Properties 9 (14:44)
SmartTags - brief discussion
Unicode Compression - brief discussion
IME Mode - brief discussion
IME Sentence Mode - brief discussion
Show Date Picker
AutoNumber Increment or Random
Artificially inflating AutoNumbers
Duplicates OK
No Duplicates
Which fields to index
When and when not to index
04. Database Maintenance (7:57)
Compact & Repair
2 GB Database Size Limit
Backing Up Your Database

05. Find & Replace (15:18)
Find, Replace
Look In Current Field
Current Document
Match Whole Field
Any Part of Field
Start of Field
Search: All, Up, Down
Match Case
Search Fields as Formatted
Search Box at Bottom of Table/Form
Replace v. Replace All
Backup Your Table First
How to Copy/Paste Table
Rename Table
Goto Button
First, Previous, Next, Last, New
Navigation Buttons
Select & Select All

06. Questions From Students (9:59)
Can I get an AutoNumber back?
Compact & Repair trick
Can I create a custom AutoNumber?
Attach Label to Text Box
Associate Label with a Control
Add a Field to Table
Must add field to form manually
Renamed table fields usually rename in form
Deleted fields in table cause error

07. Review (4:44)


Keywords: Table Field Properties, Database Maintenance, Find, Replace, microsoft access tutorial, microsoft access 2010 tutorial, microsoft access 2010 training, compact, repair, required, null, empty string, allow zero length, text align, text format, plain text, rich text, html encoded, append only, show column history, smarttags, unicode compression, ime mode, ime sentence mode, show date picker, increment, random, autonumber, indexing, indexed, duplicates OK, no duplicates, backup, look in current field, look in current document, match whole field, any part of field, match case, search fields as formatted, replace all, rename table, goto, navigation buttons

Student Interaction: Access 2010 Beginner 4

Richard on 6/26/2012:  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.
James Fisher on 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. :)

Judy B on 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. :)

Judy B on 6/27/2012: P.S.
When do you sleep?

Reply from Richard Rost:

Generally between the hours of 4am and 9am. :)

 Joy on 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.

 Srinath Nandyal on 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.

 Kristine Gregoire on 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.


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:


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.

  on 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! :)

Mike on 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. :)

Bob on 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. :)

Bob on 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.

Gwyneth Thompson on 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!!


Reply from Richard Rost:

Thanks for letting me know, Gwyneth.

Ehem... Alex...??? :)

Alex Hedley on 12/7/2012: Just left it in there to see if people pay attention, not!

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!


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.

gwyneth thompson on 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]

Nick WILLIAMS on 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.

eleni elefterias on 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.

Mike Rand on 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.

Mike Rand on 3/11/2013: Your "little goofs" are far outweighed by the excellence of your courses.

Reply from Richard Rost:

Why, thank you very much. :)

John Banovic on 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.

Brian Merrick on 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.

Brian M on 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.

Tracy Wilson on 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.

Tracy Wilson on 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.

Anne Marie Bauscher on 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.

Spencer Black on 8/1/2013: I really like:
[ctrl]+f for find, and
[ctrl]+h for replace...
...You'll probably bring that up later...
Great Training!
(Access 2010 Beginner 4 Lesson 5 10:10/15:18)

Reply from Richard Rost:

Yep. Those are great key combinations.

Raul Pendas on 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.

Raul Pendas on 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.

Raul Pendas on 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.

Lynda Hardwick on 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.

Carl Stevenson on 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.

Anonymous on 12/11/2013: When I add a label to my form. The new label will disappear when I click off the label.
Craig Brown on 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?

Craig Brown on 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?
Craig Brown.

Craig B on 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.

Stacey Mayo on 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?
Ravi Chandiran on 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?


Ravi Chandiran

MICHAEL J on 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.
Julie Kenk on 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.
Mark E on 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".
Pete Theron on 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:


Jennifer Betts on 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?

Joe Beniacar on 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.

Cindy Sloan on 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.
Jason Steward on 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

Karena Pollard on 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?

Robin Falcone on 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

Toni Woodbridge on 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

Abdullah Bahaziq on 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?
Aaron Ross on 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

Anonymous on 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?

Richard R on 8/3/2015: Oops.
Beuford Kidd on 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?

Valerie Flock on 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.

Jennifer Ortiz on 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.
Rajiv Dass on 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.

Mikko Kontu on 12/22/2015: <-- 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.

Darren Siow on 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.


Reply from Alex Hedley:

What Formats are available?
Can you post a screenshot.

Florence A on 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?

Florence on 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:


Janice Daniels on 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.

Janice Daniels on 4/15/2016: Further to my previous post, none of my lessons are working at the moment, I will shut down and try again.
Gary Wiles on 4/27/2016: Indexing: If you have a database with 32k records and a last name field is not indexed. Can I change the property to indexed (Duplicates ok) and the database will index? How long would the indexing take?

Reply from Alex Hedley:

Probably depends on the power of your machine, I've never tested this.


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