Introduction

Welcome! Field Size, Format & Validation

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Welcome to Access Beginner Level 3. In this course we will focus on the fundamentals of good table design, with an emphasis on important field properties such as field size, format, input mask, caption, description, default value, validation rule, validation text, and required fields. We will discuss how these properties affect your tables and when to use them, building on topics from Levels 1 and 2. The course structure and recommended approach for following along will be explained, along with information about additional resources, forums, and how to get help during your studies.

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Next: Lesson 01

Keywords

Access Beginner, good table design, field properties, field size, format property, input mask, caption property, description property, default value, validation rule, validation text, required property, form design, macros, automation, Visual Basic, SQL,

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Transcript

Welcome to Access 2010 Beginner Level 3, brought to you by AccessLearningZone.com. I am your instructor, Richard Rost.

Today's class focuses on one of the fundamentals of Access database development: good table design. Specifically, we will cover most of the important properties for the fields in your tables.

Today, we will learn about most of the important field properties, including field size, format, input mask, caption and description, default value, validation rule and validation text, the required property, and lots more.

This course follows Access 2010 Beginner Level 2. I strongly recommend that you watch both Levels 1 and 2 before proceeding with today's lessons. Level 2 covers many important fundamentals, including form design, adding fields to your forms, manipulating form objects, formatting your form, themes, and using Layout View. For more information on Level 2, please visit my website at accesslearningzone.com.

This course is designed to be used with Microsoft Access 2010. If you are using Access 2007, you should not have any problems following along as the two versions are very similar, and most of the material in this class is also valid for Access 2007. If you are using Access 2003 or earlier, you should either upgrade your version of Access or visit my website and look for the Access 2003 Tutorials.

My courses are broken up into four groups: Beginner, Expert, Advanced, and Developer.

My Beginner courses are for novice users who have little or no experience with Microsoft Access. They are designed to give you an overview of the basic features of Access and cover just what you need to know to be productive.

The Expert series is designed for more experienced users who are already comfortable with Access. Expert classes go into a lot more depth about each topic than the Beginner classes do, and will cover more functions, features, tips, and techniques for power users.

When you have mastered the Expert classes, move up to the Advanced lessons. You will learn how to work with macros, automation, and many more advanced features that really add enhanced functionality and professionalism to your databases.

Finally, my Developer level courses are designed to teach you how to program in Visual Basic for Microsoft Access. This will allow you to create the most advanced databases possible and unlock the full potential of Microsoft Access.

Each of my series is broken down into different numbered levels, starting with Level 1. Each subsequent level teaches you new and different topics in Microsoft Access, building on the lessons learned in the previous classes. When you finish all the Beginner classes, move up to the Expert series, then the Advanced, and finally, Developer lessons.

In addition to my normal Access classes, I also have special seminars designed to teach specific topics. Some of my seminars include building web-based databases, creating forms and reports that look like calendars, securing your database, working with images and attachments, writing work orders, tracking accounts payable, learning the SQL programming language, and lots more. You can find details on all of these seminars and more on my website at accesslearningzone.com.

If you have questions about the topics covered in today's lessons, please feel free to post them in our interactive student forums.

If you are watching this course using our custom video player software or online in the web theater, you should see the student forum for each lesson appear in a small window next to the class videos, as long as you have an active internet connection. Here you will see all of the questions that other students have asked, as well as my responses to them, and comments that other students have made. I encourage you to read through these questions and answers as you start each lesson and feel free to post your own questions and comments as well.

If you are not watching your lessons online, you can still visit the student forums later by going to accesslearningzone.com/forums. Here you can also subscribe to the forum updates and receive a notification anytime anyone posts a question or comment.

To get the most out of this course, I recommend you sit back, relax, and watch each lesson completely through once without trying to do anything on your computer. Then, replay the lesson from the beginning and follow along with my examples. Actually create the same database that I make in the video, step by step. Do not try to apply what you are learning right now to other projects until you have mastered the sample database from this class. If you get stuck or do not understand something, watch the video again from the beginning or tell me what is wrong in the student forum. I will do my best to try and help you.

Most importantly, keep an open mind. Access might seem intimidating at first, but once you get the hang of it, you will see that it is really easy to use. While I encourage you to actually build the database that I build in today's class, if you would like to download a sample copy of my database file, you can find it at accesslearningzone.com/databases.

Now let's take a closer look at exactly what is covered in today's class.

In Lesson 1, we are going to begin looking at field properties. We will start with field size.

In Lesson 2, we will talk about the caption field property and the description of a field.

In Lesson 3, we are going to learn about the format and decimal places properties.

In Lesson 4, we are going to learn about input masks.

In Lesson 5, we will learn about the default value property.

In Lesson 6, we are going to learn about the validation rule and validation text properties.

Intro

Quiz

Q1. What is the main focus of Access 2010 Beginner Level 3?
A. Good table design and important field properties
B. Advanced query building
C. Form layout techniques
D. Security settings in Access

Q2. Which of the following field properties will NOT be covered in this course?
A. Field size
B. Input mask
C. Primary key settings
D. Validation rule

Q3. Which Access versions are primarily supported by this course?
A. Access 2010 and 2007
B. Access 2003 and earlier
C. Only Access 2013
D. Access for Mac only

Q4. Which previous course should students ideally watch before starting Beginner Level 3?
A. Access 2010 Beginner Level 2
B. Access 2010 Developer Level 1
C. Access 2010 Advanced Level 3
D. Access 2010 Reporting Level 2

Q5. What is the focus of the Expert series of courses?
A. Advanced programming in Visual Basic
B. Beginner fundamentals
C. More depth on each topic for comfortable users
D. Writing SQL from scratch

Q6. What does the Developer level of courses primarily teach?
A. Creating basic tables
B. Programming in Visual Basic for Microsoft Access
C. Designing simple forms
D. Using templates in Access

Q7. What is the recommended approach for getting the most out of each lesson in this course?
A. Watch each lesson twice, following along the second time
B. Skip to the last lesson and work backwards
C. Read the transcript instead of watching videos
D. Only review quizzes

Q8. Where can students interact with others and ask questions about the lessons?
A. In the interactive student forums
B. Only via email to the instructor
C. By calling customer support
D. On social media platforms only

Q9. What is suggested for students before applying what they learn in class to their own projects?
A. Master the sample database first
B. Start with their own projects immediately
C. Skip the sample exercises
D. Only read the manual

Q10. Which property is taught in Lesson 1 of this course?
A. Field size
B. Validation rule
C. Input mask
D. Default value

Q11. Where can students download the sample database built during the course?
A. accesslearningzone.com/databases
B. microsoftaccess.com/download
C. Only available in the forum
D. From Microsoft's official site

Q12. What topics are included in seminars offered outside the regular course series?
A. Web-based databases and calendar reports
B. Microsoft Word automation exclusively
C. Spreadsheet design
D. Creating PowerPoint slides

Answers: 1-A; 2-C; 3-A; 4-A; 5-C; 6-B; 7-A; 8-A; 9-A; 10-A; 11-A; 12-A

DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks.

Summary

Today's video from Access Learning Zone is the third lesson in my Beginner series for Access 2010. I am Richard Rost, your instructor. In this class, we are going to cover one of the most important skills in Access database design: building well-structured tables. This lesson will focus primarily on understanding and setting the different properties for fields in your tables.

We'll explore the key field properties that you should know, such as field size, formatting, input masks, captions, descriptions, default values, validation rules and the corresponding messages, the required property, and several others.

Before you move forward with this lesson, I strongly recommend completing Levels 1 and 2 in the Beginner series if you have not already done so. Level 2 in particular introduces you to essential Access concepts, including designing forms, managing fields, working with form controls, applying formatting and themes, and using Layout View efficiently. You can visit my website at accesslearningzone.com for more details on the earlier levels.

This course was created for Microsoft Access 2010, but if you are using Access 2007, you should be able to follow along without any problems as both versions are very similar. If you are still using Access 2003 or an earlier version, it is a good idea to upgrade, or you can find tutorials specific to Access 2003 on my website.

My curriculum is divided into four main groups: Beginner, Expert, Advanced, and Developer.

The Beginner courses are designed for those who are new to Access and want to get a solid foundation in the fundamentals. These lessons will give you enough skill to start building useful databases right away.

Once you are comfortable with the basics, the Expert series goes deeper, covering more advanced functions, additional features, time-saving tips, and techniques used by power users.

After that, you can progress to the Advanced series, where we will introduce macros, automation, and more sophisticated tools to enhance the functionality and appearance of your databases.

If you are interested in programming, my Developer lessons focus on teaching Visual Basic for Applications within Access, helping you unlock the full capabilities of the software and create customized solutions.

Each group in my series is broken down into individual numbered levels, starting with Level 1. Every new level builds upon what you learned previously. When you have completed all of the Beginner classes, move up to the Expert series, then Advanced, and finally, Developer lessons.

I also offer special seminars on focused topics like creating web-based databases, developing calendar-style forms and reports, database security, working with images and attachments, setting up work order tracking, managing accounts payable, learning the SQL language, and much more. For details and a full list of seminars, visit accesslearningzone.com.

If you have questions about anything in today's lesson, you are welcome to participate in our interactive student forums.

If you are using our video player or watching online, you should have access to the student forum next to your lesson videos as long as your internet connection is active. Here, you can browse through questions and answers from other students, see my responses, and read helpful comments. I encourage you to read these as you begin each lesson, and you are welcome to post your own questions and comments.

If you are not watching online, you can still access the forums anytime at accesslearningzone.com/forums. You can also subscribe there to receive notifications when someone posts a new question or comment.

To learn most effectively, I suggest watching each lesson through once from beginning to end without stopping to try things for yourself. After you finish, watch the video again, this time following along and building the same database I demonstrate. Do not try to apply these techniques to your other projects until you have finished and understood the sample database from this class. If you get stuck or something is unclear, watch the lesson again or describe your issue in the student forum so I can try to help you.

Keep an open mind while you are learning. Access may seem challenging at first, but with some practice, you will realize that it is quite user-friendly. If you would like to download a copy of the sample database I use in this course, you can find it at accesslearningzone.com/databases.

Now, let me briefly explain what is included in today's class.

In Lesson 1, we begin with an overview of field properties, focusing first on field size.

In Lesson 2, we cover the caption property and how to write helpful field descriptions.

Lesson 3 continues with the format and decimal places properties.

Lesson 4 introduces input masks.

Lesson 5 discusses default values.

Lesson 6 explains how to use validation rules and validation text to control data entry.

You can find the complete video tutorial with step-by-step instructions for everything covered in this article on my website at the link below. Live long and prosper, my friends.

Topic List

Field size property
Caption property
Description property
Format property
Decimal places property
Input mask property
Default value property
Validation rule property
Validation text property
Required property
Good table design fundamentals
Overview of important field properties

Article

Welcome to this tutorial focused on one of the fundamental skills in Microsoft Access database development: designing good tables with correctly defined field properties. Choosing and setting the right field properties is essential because they control the way your data is stored, displayed, entered, and validated. In this article, we will explore crucial field properties you will encounter while working with Access tables, including field size, format, input masks, captions and descriptions, default values, validation rules and texts, and the required property.

When building a database in Access, the table serves as the foundation where all your information is kept. Each column in your table is called a field, and each field can be given specific properties that dictate how its data is managed. Understanding how to use these properties will save you effort and help create an efficient, reliable database.

Let's begin by looking at field size. The field size property determines how much data a particular field can hold. For example, if you have a text field for a person's first name, you might set the field size to 20 characters to make sure that no one can enter an excessively long name. Keeping field sizes appropriate helps to conserve space and ensures consistency. For numerical fields, the field size also defines the type of number you can store. Choosing Byte, Integer, Long Integer, Single, or Double will impact the storage requirements and the range of values the field can handle.

Next, there are the caption and description properties. The caption property lets you define a user-friendly label for your field. For instance, if your field name is CustFirstName, you might set the caption to "First Name" so it looks tidier on forms and reports. The description property gives you a space to document each field's purpose. This is especially useful if others will use or maintain your database, as it helps everyone understand what information should go in each field.

The format property controls how Access displays the data in your field, both in tables and on forms or reports. If you have a date field, you can adjust the format to display dates as 6/24/2024, June 24, 2024, or just 24-Jun-24, depending on what makes sense for your users. Similarly, number and currency fields can be formatted to add thousands separators or control the number of decimal places displayed.

Speaking of decimal places, the decimal places property specifies how many digits are shown after the decimal for number or currency fields. For instance, if you have a currency value and only want to show whole dollars without cents, set the decimal places to 0. Alternatively, for items like tax rates or scientific measurements, you might need more precision and can increase the decimal places as needed.

Input masks are another powerful property. An input mask provides a template for how data should be entered. If you have a phone number field, you can create an input mask so users must type values like (555) 123-4567. This helps maintain consistency and prevents data entry errors. Input masks are especially helpful for fields like ZIP codes, social security numbers, or product codes.

You can also set a default value for a field. This means that when you start a new record, the field will already be filled in with your chosen value. For example, if most of your customers are from New York, you could set the default state value to NY. This saves time and reduces the chances of leaving important fields blank by accident.

Validation rules and validation texts are essential for ensuring that users enter appropriate data. A validation rule sets a requirement for what is allowed in a field, such as only numbers greater than zero or a date that must be later than today. The validation text lets you provide a helpful error message if someone tries to enter data that does not meet the rule. For example, you might use a validation rule like >=0 for an inventory field and a validation text saying "Please enter a value of zero or higher."

Another important property is the required property. Setting this property to Yes ensures users cannot leave the field blank. This is important for fields that must always have data, like an ID, product name, or email address.

These field properties work together to ensure your data is accurate, consistent, and easy to use. As you create each table, think carefully about the kind of data you want to store and how users will enter and view it. Pay attention to field size to avoid wasting space or losing data. Use captions and descriptions so everyone knows what each field does. Apply formats and input masks to control appearances and input. Set default values and required fields to speed up data entry and maintain completeness. Finally, use validation rules to keep out bad data.

If you are following along and building your own Access database, the best way to learn is to experiment with each of these properties directly. Create a table for something familiar, like customer information. Set field sizes, add captions, try out an input mask for a phone number, and use a validation rule for an email address. If you want to automate some tasks or add advanced features, you might eventually use VBA code, but for now, focus on mastering the basics of table and field design.

If you run into questions or issues as you practice, do not hesitate to seek help from forums, the Access community, or official documentation. Remember that Access may feel overwhelming at first, but as you become comfortable adjusting properties and building tables, you will see how much easier it becomes to manage your data. By taking the time to set up your fields correctly, you lay the groundwork for a fast, reliable, and user-friendly database.

In summary, mastering field properties such as field size, format, input mask, caption, description, default value, validation rule, validation text, and the required property is crucial for building effective Access tables. These settings help ensure the quality of your data and make your database easier for everyone to use. Take time to experiment and practice with these features, and you will soon become confident in your Access table design skills.

Primary Topics

field properties, table design, field size, caption property, description field, format property, input masks, default value, validation rule, validation text, required property

Secondary Topics

Access course progression, sample databases, student forums