Access Relational Combo Boxes

Build Relational Combo Boxes in Microsoft Access

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In this Microsoft Access tutorial, you will learn how to build relational combo boxes. These are combo boxes that get their list of values from a table or query. The benefit is that you don't have to constantly update multiple combo boxes on different forms, and you can pick from a list of options from another table in your database, such as a list of customers on your order form. This template includes an 16 minute video tutorial and a full editable template.

Videos

0. Introduction (2:16) - Free
1. Build the Combo Box (16:51) - Paid

Topics Covered

Replace Value List with Relational
Create Title Table
TitleID Foreign Key
Get the Values from Another Table
Customer Combo on Contact Form
Locked Property
Default Date Time Now()

Sample Database

If you'd like to download a sample copy of the database template, you can do so here. This is a non-editable version of the template which will let you see it work in action. Sample database available for 64-bit version of Access only.

Full Developer Database

Once you have purchased the full developer database template, come back to this page and click on the Download button below. This will give you access to the ZIP file containing the Template ACCDB file. The full version will run on 32-bit or 64-bit versions of Access.

License

For internal use only. This template does NOT come with a royalty-free license. You may only customize the template for your business needs and for use within your organization at one location ONLY. You may not resell or distribute any form of this template to others without express written permission. Contact me for additional information on obtaining a license to distribute if you plan on including this template in a product you are reselling. Additional licenses are required if you plan on using this template with more than ten (10) employees or in multiple locations within your organization.

Not a Finished Product

Please keep in mind that most of my template databases are not designed to be finished products that are ready to go in a working environment. My templates are meant as starting points for you to customize for yourself so you don't have to reinvent the wheel. This requires that you have a basic understanding of Microsoft Access development. To work on most of my databases you should have completed my Access Beginner series and the first couple levels of my Expert series at a minimum. Most of my databases require knowledge of SQL and VBA as well. Keep in mind that most of my templates are not like off-the-shelf software. They're starting points for developers to be able to modify and use as their own. It really is going to be in your benefit to watch all of the prerequisite videos so you understand the database and how it works moving forward. This is not like QuickBooks where you just install it and use it. My templates are mostly designed for people who already have an understanding of how Microsoft Access works.

Customize For Your Needs

If you would like to discuss customizing this template for your needs, and integrating it into your current setup, please see my consulting page for details. While I no longer accept custom jobs that are specific to a single user, I may include your features in a future version of this template if they have mass appeal. If you are looking for custom enhancements made to this template just for you, visit my Developer Network.

Technical Support

Please note that technical support is NOT guaranteed for any of my courses, seminars, or templates. If you require help with modifying this template, you may post a question in the Forums, however an answer to your question is not guaranteed. If this template comes with an accompanying Seminar, then you should purchase that Seminar to see how the database was constructed. If not, then you should have taken the suggested courses. Most of my templates are designed on a Developer level and you should have a thorough understanding of SQL and VBA before attempting to modify them. If you have a problem with one of my databases, I will only support the unmodified database exactly as it's downloaded from my site. If you have modified it in any way, it may not be something I can help you with. You can post in the Forums, and I may be able to help you, but if the issue doesn't exist in my unmodified database, it's not something I can support.

Questions?

Got sales or customer service questions about this template? Feel free to contact me. If you have technical "how do I" questions about this template, you discover a bug, or want to suggest a new feature, then please post your comments below.

Keywords

microsoft access, ms access, ms access tutorial, #msaccess, #microsoftaccess, #help, #howto, #tutorial, #learn, #lesson, #training, #database, #templates, relational combo boxes

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Intro

In this video, we will talk about how to build relational combo boxes in Microsoft Access, where the options are pulled from another table or query rather than a static list. I will explain the benefits of using a relational combo box so you can update choices in one place for multiple forms, and show examples like setting up a title list and linking customer data between tables. If you are familiar with my basic combo box template, this tutorial will help you take the next step by using table relationships to make your combo boxes more dynamic and easier to manage.

Transcript

Welcome to another video brought to you by accesslearningzone.com. I am your instructor Richard Rost. This video is to introduce a new tutorial slash template that I have on my website that is to show you how to build relational combo boxes, which are combo boxes that get their values from another table or query instead of just a static list of options.

Now I have another video on my website and on YouTube, a free video and template called my combo box template, and in that database, I show you how to build a simple combo box that is based on a single list of options. Here is the database right here, and we have a title combo box. I show you how to make a list where you can pick doctor, miss, ms, or whatever you want in that combo box. This is just a list of options that you type in that the user can pick from.

The problem is if you have this same combo box on multiple forms, anytime you want to update or change it, you have to modify multiple forms. So in my relational combo box tutorial, I show you how to create a title table where you can just simply edit this list in a table, and then those updates will show up in every combo box in your database. You will not have to go through and modify multiple combo boxes.

I also show you how to make a combo box based on a list of, for example, your customers. So down here in the context portion of this form, you will not see customer ID 2. You will see a list of your customers. And the only way you can do this is by relating multiple tables together, in this case the customers and contacts.

So first, check out my combo box database template, which is free, and you can see how I build that with the basic combo box. There is the link right there. I will put it in the description below the video. If you want to learn how to build the relational combo box, you can also find information on that page right there.

Thanks for watching. Again, my name is Richard Rost. Be sure to check out my free Microsoft Access Beginner tutorial, three hours long. If you like Level 2, it is just one dollar. If you have any questions, there is my personal email address. Feel free to drop me a line.

Quiz

Q1. What is a relational combo box in Microsoft Access?
A. A combo box that gets its values from another table or query
B. A combo box with just a static list of options
C. A combo box that only allows numbers as values
D. A combo box for advanced security settings

Q2. What is the main disadvantage of using a static list for combo box options on multiple forms?
A. Users cannot select from the list
B. Every change requires modifying multiple forms
C. It takes up too much memory
D. It automatically updates across all forms

Q3. How does using a table for combo box values improve database management?
A. Updates to the list appear in every combo box tied to that table
B. It restricts users from adding new options
C. It makes forms load faster
D. It automatically creates new tables

Q4. In Richard Rost's tutorial, why are related tables needed for combo boxes, such as in the customer and contact example?
A. To display a meaningful list of related records instead of IDs
B. To limit the number of tables in the database
C. To prevent combo boxes from functioning
D. To increase the number of form controls

Q5. What should you do first if you want to learn about creating a basic combo box in Access, according to the video?
A. Download the free combo box template and watch the related video
B. Buy the advanced tutorial immediately
C. Start by creating complicated relationships
D. Skip to relational combo boxes without learning basics

Answers: 1-A; 2-B; 3-A; 4-A; 5-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 introduces a new tutorial and template available on my website that covers the process of building relational combo boxes in Microsoft Access. Relational combo boxes are drop-down lists that pull their available values from another table or query rather than from a static list. This makes them much more flexible and easier to maintain, especially in databases where options need to be updated frequently.

Previously, I made a video and a free template called the Combo Box Template. In that resource, I demonstrate how to create a standard combo box that uses a predefined list of values. For example, you might have a combo box for titles where users can pick from doctor, miss, ms, and so on. With this method, you have to enter all the choices directly as a list, and if you need to update those options across multiple forms, you have to modify each form one by one.

This is where the relational combo box tutorial comes in. In this new tutorial, I show you how to set up a table specifically for your combo box options, such as a table for titles. That way, you can edit the list directly in one place, and every combo box in your database that draws from this table will automatically display the updated list. This approach saves a lot of time and ensures consistency throughout your database.

Additionally, I explain how to build a combo box that displays related records from another table, such as listing customers in a contacts form. Instead of seeing a customer ID number, users will see meaningful information from your customers table. This involves creating relationships between tables, like customers and contacts, so that the combo box can present user-friendly data from related tables.

If you are interested in the basics, I recommend starting with my free combo box database template, which demonstrates how to build a simple list-based combo box. You can find the link on my website, and I will also place it in the description. Detailed instructions for creating relational combo boxes are provided on the same page.

Thank you for following along. Remember to check out my free three-hour Microsoft Access Beginner tutorial on the website, and if you want to advance to Level 2, that course is available for just one dollar. If you have any questions, feel free to email me directly.

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 a combo box based on another table or query
Setting up a table to store combo box values
Updating combo box options using a linked table
Showing different related values in combo boxes on forms
Relating multiple tables for dynamic combo boxes
Building a combo box to display a list of customers