Introduction

Welcome! Combo Boxes, List Boxes, Tab Order

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Welcome to Microsoft Access Beginner Level 8. In this course we will focus on combo boxes in Microsoft Access, including value list combo boxes, table-based combo boxes, and multi-column combo boxes. We will discuss how to use combo boxes to search for records and introduce list boxes. We will also talk about controlling the tab order on forms. This class builds on concepts from previous beginner levels, and you are encouraged to follow along by creating the sample database. We will also cover the structure of Access course levels and how to participate in student forums for questions.

Navigation

Prev: B8
Next: Lesson 01

Keywords

Access Beginner, combo boxes, drop-down boxes, pick lists, value list, table-based combo box, multi-column combo box, search record combo box, list boxes, tab order, navigation forms, customer list form, forms and reports, SQL programming, macros, automat

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Intro

Transcript

Welcome to Microsoft Access Beginner Level 8 brought to you by AccessLearningZone.com. I am your instructor, Richard Rost.

Today's class is going to focus primarily on combo boxes. Combo boxes go by many different names. Some people call them drop-down boxes. Some people call them pick lists. Whatever you call them, it allows the user to select from a list of values.

We'll start off by learning about value list combo boxes. This is where you type in a list of values right into the combo box that the user can pick from.

Then, we'll learn about table-based combo boxes, where we actually create a separate table to store our values. Table-based combo boxes let us use the same set of data in multiple forms.

We'll learn how to create a multi-column combo box where you can see two or more columns of data when you open the box up.

You'll also learn how to create a combo box to search for a record based on a field.

Then, we'll learn how to create list boxes, which are basically always open combo boxes.

Finally, we'll learn how to adjust the tab order on your forms.

This class follows Access 2010 Beginner Level 7. In Level 7, we learn how to create navigation forms, a main menu form, our customer list form, and lots more. I strongly recommend that you take Levels 1 through 7 before taking this class, Level 8. For more information on these classes, visit accesslearningzone.com and go to the Access 2010 section.

Today's class will be using Access 2010. Most of what I am going to show you in today's class works fine in 2010 and 2007. If you have 2003 and before, you might have trouble following along because a lot of the stuff involving combo boxes has changed between 2003 and 2007. But everything today will be fine whether you are using 2007 or 2010.

You are strongly encouraged to build the database that I build in class. However, if you are lazy like me and you want to download a copy of the database, you can find it here: accesslearningzone.com/databases. But again, you will get much more out of this class if you build the database yourself from scratch starting with Lesson 1.

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 classes are designed for more experienced users who are already comfortable with Access. The 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.

Once 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 true potential of Microsoft Access.

Each 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. Once you have finished all the beginner classes, move up to the expert series, then the advanced, and finally, the developer lessons.

In addition to my normal Access classes, I also have 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 complete details on all 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 my student forums. If you are watching this course using my custom video player software or the online theater on my website, 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 may 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 the lessons online, you can still visit the student forums later by visiting accesslearningzone.com/forums.

To get the most out of this course, I recommend that 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. 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 real easy to use.

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

In Lesson One, we are going to learn how to create a combo box based on a list of values.

In Lesson Two, we are going to learn a better way to build combo boxes by getting the list of values from a table and creating our own form to edit that list.

In Lesson Three, we are going to learn how to build a multi-column combo box so we can see a list of our state abbreviations and the full state names.

In Lesson Four, we are going to learn how to control a form's tab order.

In Lesson Five, we are going to learn how to set up list boxes.

In Lesson Six, we are going to learn how to search for a record using a combo box.

Quiz

Q1. What is the primary focus of this class, Access Beginner Level 8?
A. Combo boxes
B. Creating relationships
C. Database security
D. Calculated fields

Q2. What is another name for a combo box?
A. Drop-down box
B. Calculation box
C. Query selector
D. Tab order box

Q3. Which type of combo box lets you use the same data in multiple forms?
A. Table-based combo box
B. Value list combo box
C. Calculation box
D. Search box

Q4. What is a multi-column combo box used for?
A. To show two or more columns of data in the combo box
B. To join multiple tables
C. To filter queries by multiple fields
D. To create forms with multiple pages

Q5. What is the main difference between a combo box and a list box?
A. List boxes are always open, while combo boxes drop down
B. Combo boxes show calculations, list boxes do not
C. List boxes are used for forms only, combo boxes for reports
D. Combo boxes are based solely on tables

Q6. What feature lets you move through form fields in a desired sequence?
A. Tab order
B. Validation rule
C. Sorting
D. AutoFormat

Q7. In which lesson will you learn how to search for a record using a combo box?
A. Lesson Six
B. Lesson Three
C. Lesson Two
D. Lesson Five

Q8. What does Richard recommend for getting the most out of the course?
A. Watch the lesson once, then follow along and build the database yourself
B. Only download the finished database
C. Read the textbook instead of using Access
D. Skip ahead to advanced topics immediately

Q9. If you have Access 2003, what does Richard suggest?
A. You might have trouble because combo boxes changed after 2003
B. The course will work the same as in 2010
C. Download a patch for your software
D. Skip using combo boxes entirely

Q10. What are the four main groups in Richard's Access courses?
A. Beginner, expert, advanced, developer
B. Simple, intermediate, advanced, professional
C. User, admin, designer, programmer
D. Basic, intermediate, SQL, VBA

Q11. Where can you find additional seminars and topic-specific classes?
A. accesslearningzone.com
B. Microsoft's official website
C. YouTube only
D. Local college libraries

Q12. What is an example of a seminar offered by Richard?
A. Building web-based databases
B. Video game design
C. Photoshop editing
D. Networking hardware setup

Answers: 1-A; 2-A; 3-A; 4-A; 5-A; 6-A; 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 focused on Microsoft Access Beginner Level 8. My name is Richard Rost, and I will be guiding you through this lesson.

In this session, our main topic is combo boxes. These are sometimes called drop-down boxes or pick lists, but no matter what you call them, combo boxes give users the ability to select from a pre-defined list of options.

We begin the course by looking at value list combo boxes. This is where you simply type in a list of values that the user can pick from directly within the combo box itself.

Next, I will show you how to set up table-based combo boxes. With this method, you create a separate table to store your choices. The advantage of this approach is that it lets you reuse the same set of values in multiple forms and makes maintenance much easier.

Then we will cover how to build a multi-column combo box, which allows users to see two or more columns of information, such as state abbreviations alongside state names, making your lists clearer and more useful.

You will also learn how to set up a combo box that lets you search for records based on a specific field. This is a handy feature to help quickly find and jump to a particular record within your forms.

After that, we will discuss list boxes. List boxes function like combo boxes, but they show all choices at once instead of displaying them in a drop-down.

Finally, you will learn how to adjust the tab order on your forms. Setting the correct tab order provides a smoother experience as users move through data entry fields.

This lesson continues from Access 2010 Beginner Level 7, where I walked through creating navigation forms, a main menu, a customer list form, and several other foundational topics. I strongly suggest working through Levels 1 through 7 before starting Level 8. Details for all of these classes can be found at accesslearningzone.com in the Access 2010 section.

All of today's examples use Microsoft Access 2010, and everything we discuss works well in both Access 2010 and 2007. If you are still using Access 2003 or an earlier version, you may have trouble since much of the combo box functionality changed after 2003. As long as you are using 2007 or 2010, you should be fine.

I always encourage you to build the database with me as you watch the lessons. If you prefer, you can download the completed database from accesslearningzone.com/databases, but you will gain much more if you create it yourself, beginning from Lesson 1.

Let me quickly describe my course structure. The beginner series is designed for those with little or no Access experience. These lessons provide an overview of the essential features of Access and aim to get you up and running quickly.

The expert series is for those who are already comfortable with Access and want to study each area in more depth, including additional features, functions, tips, and techniques for more advanced users.

When you are comfortable with the expert content, you can advance to the next level. The advanced courses cover things like macros, automation, and other features that make your databases more powerful and professional.

And finally, the developer series teaches you how to program Access databases using Visual Basic. These lessons will help you create complex, professional databases and unlock the full capabilities of the software.

Each of these series starts with Level 1 and builds on knowledge from previous classes. Once you finish the beginner courses, move to the expert series, then continue on to advanced, and finally developer content.

Besides my standard Access classes, I also offer focused seminars on special topics. Some examples include building web-based databases, customizing forms and reports to look like calendars, securing your database, handling images and attachments, creating work orders, tracking accounts payable, learning the SQL language, and much more. Details for these seminars are available at my website, accesslearningzone.com.

If you have any questions about the material, you can post them in the student forums. If you're using my video player or watching in the online theater at my site, you will see a discussion window next to each lesson video as long as you have an internet connection. There you can read questions and answers from past students, see my responses, and leave your own comments. If you are not watching online, you can still access the forums by visiting accesslearningzone.com/forums.

To get the most out of this course, I recommend watching each lesson straight through before trying any of the examples yourself. Once you have a sense of the material, go back, re-watch the lesson, and build the sample database with me step-by-step. Do not try to use these techniques for your own projects until you have mastered them using the sample database from this class.

If you get confused or something does not work as expected, re-watch the video from the beginning or ask your question in the student forum. Above all, keep an open mind. Access can feel challenging at first, but once you learn the basics, you will find it much easier to use.

Let me give you a quick overview of what we will cover in today's lessons:

In Lesson One, we will create a combo box using a list of typed-in values.

Lesson Two shows you a better method for building combo boxes by pulling your values from a table, and we will also make a separate form to edit that list as needed.

Lesson Three demonstrates how to design a multi-column combo box, for example to display both state abbreviations and state names.

Lesson Four covers controlling the tab order for your forms to improve user experience.

In Lesson Five, we will set up list boxes.

Finally, in Lesson Six, I will guide you through building a combo box that searches for records based on a field value.

You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends.

Topic List

Creating value list combo boxes
Building table-based combo boxes
Editing combo box data using a separate form
Creating multi-column combo boxes
Displaying state abbreviations and names in combo boxes
Controlling form tab order
Setting up list boxes
Using combo boxes to search for records

Article

Welcome to this tutorial on combo boxes in Microsoft Access. Whether you are new to Access or just looking to expand your skills, this article will guide you through the essentials of working with combo boxes and related controls. You will learn what combo boxes are, the different ways to use them, and some practical tips to make your forms more user-friendly.

A combo box is a control that lets your users pick an item from a list. You might also hear people call them drop-down boxes or pick lists. Whatever the name, they are all about making data entry easier and more accurate by letting users select from predefined options instead of typing everything by hand.

There are two main types of combo boxes you can create in Access: value list combo boxes and table-based combo boxes. A value list combo box is the simplest kind. With this, you simply type the list of choices right into the combo box property. For example, if you need a field for favorite color, you can set up a combo box with choices like Red, Blue, Green, Yellow, and so on. This approach is quick and easy for short lists that rarely change.

However, if you have a list that may be updated over time, or if you need the same group of choices in several forms, you are better off creating a table-based combo box. This means you store your possible values in a separate table, like a table of States. Then, you set up the combo box to get its values from that table. Not only does this make the combo box easier to update, but you can use the same lookup source across multiple forms, maintaining consistency in your database.

Let us look at how to create a value list combo box first. Open your form in Design View, then select the Combo Box control from the toolbox and draw it onto your form. In the property sheet, find the Row Source property and type in your list of items, separated by semicolons. For example:

Red;Blue;Green;Yellow

This will display those four options in the drop-down list.

For table-based combo boxes, begin by creating a lookup table. For example, create a table called tblStates with fields for StateAbbreviation and StateName. Enter all the states you want into this table. When you add a combo box to your form, use the wizard or manually set the Row Source Type to Table/Query and the Row Source to tblStates. You can control which columns appear in the drop-down by specifying fields in a query, like:

SELECT StateAbbreviation, StateName FROM tblStates ORDER BY StateName

This will show both the abbreviation and the full name in your list. You can adjust the Column Count and Column Widths properties in the property sheet to display both columns or just one, depending on what you want your users to see. For example, if you only want to display the state name but save the abbreviation in your table, set the column count to 2 and the column widths to 0";2". This hides the first column (the abbreviation) but still uses it for storage.

Sometimes, you need a combo box to help users find a record, not just select a value for a new record. In this case, you can set up a combo box to search for records based on a field. Add a combo box to your form and use the wizard to select "Find a record on my form based on the value I selected in my combo box." Access will automatically create the necessary code to move to the selected record when an item is picked from the combo box.

In addition to combo boxes, you may want to use a list box. Unlike a combo box, a list box displays all choices at once and does not collapse or drop down. This is helpful if you want your users to see all available options without clicking. Creating a list box is similar to a combo box. Add it to your form and set its Row Source to either a value list or a table/query, as described above.

Another important aspect of form design is controlling the tab order. Tab order determines which control will be selected next when your user presses the Tab key. To set tab order, switch your form to Design View, then find the Tab Order command in the Design tab on the ribbon. Here, you can drag and drop your controls in the desired order. A logical tab order makes data entry faster and reduces user confusion.

If you want to make your combo boxes even more powerful, you can use VBA code to customize their behavior. For example, suppose you want a combo box that jumps to a record when a value is selected. The wizard can create this code for you, but here is what the VBA might look like:

Private Sub ComboBoxName_AfterUpdate()
Dim rs As Object
Set rs = Me.Recordset.Clone
rs.FindFirst "[FieldName] = '" & Me.ComboBoxName & "'"
If Not rs.EOF Then Me.Bookmark = rs.Bookmark
End Sub

Replace ComboBoxName with the name of your combo box and FieldName with the name of the field you are searching for. This code will search your form's recordset for the item selected in the combo box and move to it.

To get the most out of working with combo boxes in Access, build a test database and try out these different options. Practice creating value lists, linking your combo boxes to tables, showing multiple columns, adding search functionality, and arranging your controls in a logical tab order. Each of these techniques will help make your forms more professional and user-friendly.

As you continue to learn Microsoft Access, you will find that combo boxes and list boxes are some of the most useful controls available. Whether you are a beginner or moving into more advanced topics, mastering these controls will greatly improve the usability of your databases. If you have questions as you practice, look for help in online forums or Access user communities. With practice, you will become confident in designing intuitive and efficient forms using combo boxes and related features in Microsoft Access.