Fitness 68
By Richard Rost
29 days ago
Access Ignores Decimal Places! Forcing Proper Format
In this video, we'll talk about why Microsoft Access ignores the decimal places property and how to get your forms to display numbers the way you want using the format property. I will show you how to build a new continuous form for tracking data, walk through formatting numeric fields, cover simple defensive user interface validation with conditional formatting, and share form design tips that apply to any Microsoft Access database. Even though this is part of my fitness database series, the techniques demonstrated here are useful for any Access project. This is lesson 68.
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In the extended cut, we will add start date and end date text boxes to filter records on the form, make them load correctly with the form, allow users to requery records based on the entered dates, and create buttons to quickly view the past 30 days, 60 days, or all records. I will show you how to create simple event handler functions so you can cleanly handle button actions from your form.
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Keywords
TechHelp Access, Microsoft Access ignores decimal places property, format property number display, continuous form building, formatting numeric fields, conditional formatting, user interface validation, body composition table, calculated body fat percentage, filter records by date, default values, event handler functions, defensive data entry
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Intro In this video, we'll talk about why Microsoft Access ignores the decimal places property and how to get your forms to display numbers the way you want using the format property. I will show you how to build a new continuous form for tracking data, walk through formatting numeric fields, cover simple defensive user interface validation with conditional formatting, and share form design tips that apply to any Microsoft Access database. Even though this is part of my fitness database series, the techniques demonstrated here are useful for any Access project. This is lesson 68.Transcript Today we're going to talk about why Microsoft Access ignores the decimal places property and how to force it to behave.
Also, building another continuous form, formatting numeric fields, some defensive user interface validation, and lots more.
Just to be clear, this is my fitness database series part 68, but you do not have to care about fitness at all. Fitness is just the backdrop I am using for this database. The real value here is the techniques I am showing you, and they apply to any Microsoft Access database, whether you are tracking customers, inventory, orders, or anything else. This is about good database design and building forms that behave the way you expect them to.
Alright, let's get to it.
We've got our body composition table all set. We have our query all set with our calculated body fat percentage. Now it's time to throw together a real quick continuous form.
I know we've done a bunch of continuous forms already. We got the food, we got the meals. We got a lot of extra features in there. I am not going to load this many features into this one because this one's going to be pretty simple.
So let's just copy our continuous form, copy, paste. We are going to call this our body comp F right there. We're going to edit it in design view. Pick a color. I like to keep colors fairly consistent. Let's go. Let's see. We have green, blue, and purple already.
I am not going to use this one that often, like once or twice a week. So let's just go with something off kilter here. Let's go. Let's go brown. Yeah. There we go. Let's see. Let's do a little bit better. That's definitely brown right there.
I'll go over here, copy this color here, and paste it down there. Whoopsie. And a copy of field, undo. Let's try that again. Back color, copy. Click here. Back color, paste. There we go.
Alright. I am going to paste it in the detail section as well. After I do that, I'm going to come in here. I like to take that and then we'll make that brighter. Yeah. A little bit different there.
So now let's go and we'll bind this to our table data record source. We're going to use the body comp queue so we get that calculated value. Now we can pull in the fields that we need. Drop them right in here. So form design, add existing fields. Let's grab everybody. We do not need the ID for this, just from here down. Click, drag, drop.
We are going to get rid of all of this stuff. Those labels we can get rid of. These fields here, I'm pretty sure. Yeah, let's get rid of those. Alright. Our date time stamp.
Now, do you want to put this to the - I know we're storing the default value as now. Let's see. Default value is now. And that's okay. You might care later on in the future as far as what time of the day did I check my - did I weigh myself? It matters. It really matters, because before breakfast, I might weigh two pounds later.
So you might want to do a report later on. It does not hurt to have the data in the table. Do I need to see it here? Probably not. This is where you format it. Same thing with the body fat percentage. You can keep that data to like 15 decimal places in the table, but you do not want to see that here. For here, I am going to format this guy as just a short date.
The short date will use whatever your date format is on your system. You should be using ISO dates. I am not going to put the thing up again. I have already beat a drum on that one enough.
Alright. So we got that. We've got the total weight, usually comes next. Now these fields can be tiny because that does not have to be big at all. That is probably about enough space right there. Let's see. See, that is another thing I hate is that picker shows up there. I am going to actually turn the picker off on this one because we are not going to be changing dates on here. Did it - where is it? Data, no, format. I always forget where that is. There it is. Show date picker. Turn that thing off.
I am going to type in the date once, or I am going to have it default to today's date, but I am not going to really go in here and try to modify the date too much.
It looks good. That is about enough space there.
So, fat mass, lean mass, these can be about the same width. Let's do that. Slide these up here. This is where there are those auto arrange tools and things you can do. I like building my forms by hand. Resting heart rate. Oh, that's going to be short too. That's a small number. Maybe not that small.
BP. This is where you could get a little creative. You want to put a divider sign between those or something fancy. I am not going to bother right now. BMR, right there. Visceral fat. These are all small numbers.
Notes will go in the footer like we've been doing. In fact, I want to delete that and grab a pre-formatted note field. Let's grab it from the log here. We are going to grab - we'll get out of here. See, it's got a different name. Let's leave you alone. Let's go food list. Are you just notes? Yeah, you are just notes. See, if it is just notes, then you can copy and paste it. Not worry about mess and stuff. Let's put you down here in the form footer. There you go.
Body fat percentage can go here and we do not want all those digits, but we do want one decimal place for that. In fact, we are probably going to format a bunch of these as one decimal place.
Let's do this. Save it. Close it. See what we have so far. We have to put it on our main menu, too. No, I did not modify the food list. Always read this. I did not mean to make a change to that. That is okay.
Let's stick it on our main menu. I will put it right above. Now that I have been using this for a while, I barely use these other buttons. I mean, once in a while, mostly in here, but I am going to shrink this down. I do not want the main menu getting too bad. Slide this down here and we will just copy, copy, paste. Got to have room for our workouts. We'll just make this body comp for now. And let's give it our - I did not mean to make it red, I want that brown out there. Name the button, body comp button.
This may be a little boring for some of you who have done this before, but it is all these little steps that just get you in the habit of repetition - naming your button, setting it up here. These things, this repetition is what builds good database developers.
I am going to set this up over here, and we are going to just do command, open form, body comp F, save it. Always throw in a debug compile once in a while. Close it, open it.
Let's give it a - see now I got this opening up. I do want this as my default. I do like that opening up when the thing opens.
Alright, this looks good. We got some formatting to do here still. Let's save this.
Now, this - okay, we are getting more decimals than we want here at design view. Let's left align everybody, first of all. Select and format and left. Sometimes it does not always do it the first way, so I always go with that. I do a different one and then left align it because if some of these in here are not the same, it jacks it for some reason. I do not know why.
So, format, we got decimal places as one, but we're still seeing this. Check it out. I am still seeing this. What is going on here?
Well, there is a whole long technical explanation. I give it in one of my classes, I forget which one, but basically, it boils down to this. The decimal places field here, this property, this is basically a suggestion. It is asking Access, can you show me like one please? What you want to use is a format up here. Format is a command. Format says you will show the number like this. So that is what I am going to use. You do not use decimal places. Sometimes, if you have a percent format, if you have a different format up here, like you are using percent or whatever, you can say, okay, then I want decimal places to be two or three or five. It will work with you. But if this is blank, then decimal places is like,"meh, I'll do it if I feel like it." So always specify a format if you care about the number of decimal places this way. I know it is confusing. I have been doing this for 30 years. It confuses me too sometimes. A lot of the time, even I forget that. I put a decimal places in there and then I save it and I go and I look and I am like, why am I only seeing one decimal? What? Oh, that's right. I got to put a format in there.
Alright. But now you can see it is working. Looking good.
Now we have to figure out abbreviations for across here. I hate doing this because we have really tiny fields and I am going to leave them really tiny. Sometimes I will make the field bigger just because I cannot fit the caption on top of it.
So this is total weight. WT is fine. This will be fat mass. So that's easy: fat. This is lean. Okay. And this is resting heart rate. So, resting heart rate. I will get that. Okay. This will be systolic and diastolic. We will do that. Okay. BMR. DRM. I mean, I can do it again. Okay. This is visceral fat. Okay. This will be body fat percentage like that. Okay. That looks good. I can work with that. Move this over here. This is going to be gray because you cannot change it. So we will do a little of that a bit later. Let's go over there. Bring this into here.
I think we are done. Oh, the date. Oh, no, you can change the date type, and that looks good.
Alright, I am happy with that.
Now, here is a little something you can throw in if you want it to just be a little more friendly for the user. For example, we had that rule earlier where the fat mass cannot be more than the total weight. If they type something like that in, and they move to the next couple of records, they do not get that error message because it's built at the table level until they try to leave that record. At this point, they might be confused. So it would be nice if, as soon as they typed in the wrong value there, we can show them, hey, just visually you are wrong with that. You cannot do that.
We can do that with a little conditional formatting. So let's go into design view. Let's go to this box here. Go to format, conditional formatting. We will add our rule. We will have to use expression is.
We are looking at - well, we could use field value is. But let's do this one with an expression because you might want to add different ones in more in the future. For this one, if fat mass is greater than, or even equal to total weight - do not forget your brackets here too. If that's the case, then we are going to set it red and white and bold it. Hit apply, and now save it and close it.
Now this should only show up if they do something like this. Immediately, they are visually told, hey, that's something not right there. If they click off of it, then they'll get the warning message that says, okay, you cannot do that. Now at least they can come back here and fix this and go, okay, it was 110. Alright, that's better. So let's delete that. This is my actual data. I do not want to lose it.
This is an example of where you can do some defensive user interface work without having to spend a lot of time building a lot of code. Before update, advance, after update, just put a little visual something on there so they can see that and then be like, oh, I goofed up.
A lot of the time when people type in bad data, it is because they are fat fingering it. When I say fat fingering, I am not making fun of fat people. Me, I have stubby little fingers. Even when I am in shape, my fingers are fat little things, which is - I do not know how I play the piano, but I manage. Fat finger is just a euphemism, meaning I hit a key I should not have hit.
Again, this does not replace table validation, it just kind of supplements it.
Now, when you open this guy up, you might not want to see everything in here going back for however many years you have been keeping track of stuff. So you might want to just see the past 30 days.
We will put a couple of boxes across the top so we can filter this, and maybe when the default opens, it will just show the past 30 days, and you can change it with some buttons. We will do that in the extended cut.
In the extended cut, what we are going to do is we are going to add start date and end date up here, which you can type in. If you want to type in two dates to see all your records, we will have to figure out how to get that to load properly when the form loads. We will make the records requery based on the dates that are entered if the user types them in.
We will make little buttons so you can see 30 days, 60 days, show me all the records, whatever you want to see. You can change whatever buttons you want. We will make these event handler functions so you do not have a ton of code in your module. We just make little simple functions you can just call from right inside the button. That will all be in the extended cut for the members.
Silver members and up get access to all of my extended cut videos. You know this, of course, because you have been watching my videos. This is level 68, so you have been here for a while. Now it is time to join. Go ahead and hit that join button and you will be able to watch all this cool stuff.
So you saw today why setting decimal places alone in Access is not enough and why the format property is what really controls how numbers display. You also saw how you can use simple form design and conditional formatting to make your user interface more defensive and user friendly without writing a ton of code.
As always, fitness is just the backdrop here. The real takeaway is the solid learning experience you get and the Access techniques that apply to any database, whether you are working with customers, orders, inventory, or whatever else. If you have questions or comments, or if you have been bitten by this decimal places issue before, post a comment down below and let me know how you liked today's video.
But that is going to be your TechHelp video for today, brought to you by accesslearningzone.com. I hope you learned something. Live long and prosper, my friends. I will see you next time.
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So that's it. Once again, my name is Richard Rost. Thank you for watching this video, brought to you by accesslearningzone.com. I hope you enjoyed it. I hope you learned something today. Live long and prosper, my friends. I'll see you next time.Quiz Q1. Why does Microsoft Access often ignore the "Decimal Places" property when displaying numeric fields in forms?
A. It is a suggestion rather than a command, and Access may ignore it unless a format is set.
B. Access only supports integers on forms.
C. The Decimal Places property overrides formats at all times.
D. Decimal Places only works with currency fields.
Q2. What property should you use to guarantee the display of numbers with a specific number of decimal places in Access forms?
A. Caption property
B. Default Value property
C. Format property
D. Control Source property
Q3. In addition to formatting, what simple technique was demonstrated to make the user interface more defensive and user-friendly regarding data entry issues?
A. Hiding invalid data fields
B. Using conditional formatting to visually notify users of invalid input
C. Automatically deleting erroneous records
D. Disabling the save button until all data are validated
Q4. What is the intended purpose of copying and reusing existing note fields from other forms in the database?
A. To reset formatting for the new form
B. To keep data in a separate table
C. To maintain consistent formatting and behavior across forms
D. To avoid using memo fields
Q5. When initially displaying the continuous form for body composition, which time frame does the video suggest showing by default?
A. Past week
B. Only today's records
C. Past year
D. Past 30 days
Q6. If you want to show users an immediate, visual indication that a value (such as fat mass) is too high, what method was used in the tutorial?
A. Table validation only
B. Form property sheet validation rules
C. Conditional formatting on the field control
D. VBA code in the OnOpen event
Q7. What is an example of a defensive UI validation discussed in the video?
A. Preventing users from entering duplicate primary keys
B. Visually notifying users immediately if a value entered is not logical (e.g., fat mass greater than total weight)
C. Forcing a form to close if a field is blank
D. Limiting form access to administrators only
Q8. What is the difference between using the Format property and the Decimal Places property in Access forms?
A. Format is just for text, Decimal Places is for numbers
B. Format enforces how the data appears; Decimal Places is advisory and can be ignored if Format is blank
C. Format adjusts stored data; Decimal Places adjusts input only
D. They function identically at all times
Q9. How can users filter records for a specific date range in the upgraded form suggested for the extended cut?
A. By using combo boxes linked to table values
B. By entering start and end dates into text boxes and clicking corresponding filter buttons
C. By dragging and dropping records into a new sheet
D. By modifying the table design
Q10. Which UI elements were specifically aligned to improve the form's appearance?
A. All text boxes and labels were right-aligned by default
B. Numeric fields were left-aligned for clarity
C. Caption fields were centered only
D. Only button controls were moved
Q11. What is the advantage of using a calculated query as the form's record source?
A. It allows for direct editing of calculated fields
B. It provides access to computed values like body fat percentage directly on the form
C. It speeds up data entry dramatically
D. It prevents the need for underlying tables
Q12. Why does the presenter mention the importance of repetition in the process of building database forms and UIs?
A. It ensures you never make mistakes
B. It reinforces good habits and builds expertise as a developer
C. It makes forms look identical
D. It fills up your database faster
Answers: 1-A; 2-C; 3-B; 4-C; 5-D; 6-C; 7-B; 8-B; 9-B; 10-B; 11-B; 12-B
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 covers why Microsoft Access sometimes ignores the decimal places property and how to ensure your numeric fields display exactly as you want. I will also walk through building another continuous form, show how to format numeric values, discuss defensive techniques for user interface validation, and cover several other practical tips for form development.
Let me start by reminding you that while this is part 68 of my fitness database series, the concepts here are useful for any Access project. You do not need to be interested in fitness - that just sets the context for our database. The actual value lies in these techniques, which you can apply to any Access setup, whether you are handling customers, inventory, orders, or any other data. This is all about strong database design and creating forms that work the way you expect them to.
With our body composition table and query in place, complete with a calculated body fat percentage, it is time to set up a simple continuous form. We have previously built forms for things like food and meals, each with lots of features, but this one will stay fairly straightforward.
To start, I make a copy of an existing continuous form to reuse the basic structure. I rename it to reflect its purpose and open it in design view. For consistency, I pick a new color scheme, opting for brown since I will not use this form as frequently as the others. I apply the new color across the detail and footer sections to keep everything uniform.
Next, I bind the form to the appropriate query, which lets me pull in calculated fields like body fat percentage. I use the add existing fields option to bring in the relevant fields, omitting the ID, and arrange everything on the form. Date and time information is useful for reports later on, such as tracking when you weighed yourself, but there is no need to display every detail in the form view. I format the date field to show a short date format, relying on whatever date settings the user's system uses. If you are using ISO dates, that format will be respected.
Fields like total weight, fat mass, lean mass, and others are given just enough space on the form, keeping them compact but readable. I also get rid of unnecessary elements, like date pickers, when I know they will not be helpful for day-to-day use. For the notes field, I copy a preformatted text box from another form to save time and maintain consistency.
With the main fields in place, I want to control the way numbers display. For example, you might not want to see a calculated field with a long string of decimal digits. Although you can set the decimal places property, you may notice that Access sometimes displays more decimal places than you expect. This confuses a lot of users, and even experienced developers get caught by it. The reason is that the decimal places property acts more like a suggestion to Access. If you really want to dictate how many decimal places are shown, you need to use the format property instead. By specifying the format, Access follows your instructions exactly. The decimal places property works better when a number format or percent format is already applied, but if the format property is blank, Access may ignore the decimal setting. To ensure consistency, always specify a format when you want precise control over numeric display.
Once the numbers are displaying correctly, I work on abbreviating captions for narrow fields, like total weight as WT, fat mass as fat, and so on. Captions need to be short so they fit above each compact field, but they should still be clear.
For a better user experience, I add some defensive features to the user interface. For instance, there is a rule in the database that fat mass cannot exceed total weight. If a user types in an incorrect value, they may not get an error until they try to save the whole record, which can be confusing. To make this more intuitive, I use conditional formatting on the fat mass box. If a user enters a value for fat mass greater than or equal to total weight, the field turns red with white, bold text. This provides immediate feedback, visually alerting the user to a data entry problem before they try to save.
Conditional formatting like this is a simple way to make your forms more user-friendly without writing a lot of VBA code. While this does not replace table-level validation, it supplements it by preventing mistakes at the point of data entry. By catching errors early, you help users avoid confusion and keep your data cleaner.
Of course, sometimes users make mistakes simply because they accidentally press the wrong key - a common scenario I've experienced myself. This kind of defensive interface design reduces the likelihood of those simple input errors making it into the database.
When opening the form, you may not want to see every record ever entered. It often makes sense to show just the last 30 days' worth of data by default, and give users a way to filter the records. In today's Extended Cut, we cover how to add start date and end date fields at the top of the form for custom filtering. I will show you how to make the form open with just the last 30 days visible, and let users adjust the filters to see 60 days or all records. We set up event handler functions for these buttons so your code remains clean and easy to maintain. All of this will be explained in detail in the Extended Cut for members.
Silver members and higher get full access to all Extended Cut videos, so if you want to see how filtering and buttons are set up for this form, consider joining as a member. By this point in the series, you have seen how valuable these extras can be.
In summary, today I explained the difference between Access's decimal places and format properties, and why you need to use the format property to control numeric display. You also saw practical advice on building continuous forms, formatting data, and using conditional formatting for better user feedback, all while minimizing extra code.
As always, even though the example is fitness-related, these are core Access techniques that apply to any kind of database. If you have run into issues with decimal places in Access before, or if you have any thoughts or questions about the tips in this video, feel free to leave a comment.
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 Why Microsoft Access ignores the decimal places property
How to force Access to respect decimal formatting
Copying and creating a new continuous form
Choosing and applying consistent color themes to forms
Assigning record source to the form using a query
Adding and arranging fields on a continuous form
Formatting date fields as short date
Turning off the date picker in Access forms
Resizing and arranging numeric fields on a form
Adding a notes field to the form footer
Formatting numbers to display one decimal place
Difference between format and decimal places property in Access
Abbreviating field labels for compact display
Setting label and field properties for read-only fields
Applying conditional formatting for validation feedback
Creating expression-based conditional formatting rules
Defensive user interface validation without code
Making fields display visual feedback for errant data
Supplementing table validation with form UI cuesArticle When working with Microsoft Access, you might find yourself frustrated by the way it handles decimal places on forms. You may set the Decimal Places property to a specific value, only to discover that Access still displays more decimal places than you intended. It feels like Access is ignoring your instructions. Let's talk about why this happens and how to ensure your numeric data is always shown with the precision you want.
First, understand that in Access, the Decimal Places property is essentially a suggestion, not a command. If your field's Format property is blank, setting Decimal Places to something like 1 or 2 does not guarantee Access will follow that rule. Access may decide to show the full value, regardless of what you set in Decimal Places. This can be confusing, especially if you've spent time making sure your table properties are correct.
To truly control how many decimal places are displayed in your forms and reports, always set the Format property directly. The Format property is explicit. When you tell Access to use a specific format, such as "0.0" or "0.00", Access obeys that instruction and displays the number exactly as you want. For example, if you are dealing with body fat percentage and only want to see one decimal, set the Format property to "0.0". If you leave the Format property blank, even with Decimal Places set, you will often see unwanted extra digits.
This situation happens frequently when designing continuous forms. Suppose you have a table tracking various fitness metrics, including calculated fields like body fat percentage. When you drop these fields onto a continuous form, you might see too many decimal digits. Adjusting the Format property on the relevant textboxes sorts this out right away. For date fields, you can set Format to "Short Date" so that Access uses your system's default short date format.
While setting up your form, you can decide which information is important to display and how to display it clearly. For example, you might store a timestamp in your data table as the default value Now(), but only want to show the date, not the time, on your form. Setting the Format property as described ensures the correct display.
When designing the layout, remember that the goal is to make data entry fast and easy. Numeric fields such as total weight or resting heart rate can be kept in narrow textboxes, as you are rarely going to type in long numbers for these fields. Labels above each field can use abbreviations if space is tight—such as "WT" for weight, "Fat" for fat mass, "Lean" for lean mass, etc.
You should also consider user interface improvements that make data entry more error-proof. For instance, you might want to prevent a user from accidentally entering a fat mass value that is higher than the total weight. Instead of waiting for the table-level validation to kick in (which only happens when the record is saved), you can use Conditional Formatting on your textbox. In design view, select your fat mass textbox, go to Format > Conditional Formatting, and create a rule using the "Expression Is" option. Use an expression like
[FatMass] >= [TotalWeight]
Set the formatting to, for example, red background with white bold text. When a user enters an impossible value, it will immediately stand out visually, letting them correct the number before moving away from the current record. This helps catch "fat-fingered" mistakes (a common term in data entry; it just means hitting the wrong key by accident) without extra code and without replacing the more rigorous table-level validation rules.
Conditional formatting is a great way to supplement your database's data integrity without a lot of effort or code. Just remember it is not a replacement for table-level validation, which should still be enforced for data quality.
Finally, consider whether you want to show all records every time the form loads. If your data spans months or years, it might make sense to filter the form to show only recent records, such as those from the past 30 days. You can build filters right into your form's design, letting users adjust which records they see with date pickers or quick filter buttons.
To sum up: if you care about exactly how numbers are displayed in Access forms and reports, do not rely on the Decimal Places property alone. Always set an appropriate Format property on the control. Use conditional formatting for instant, visual feedback when users enter data that does not make logical sense. These techniques make your Access applications clearer, more professional, and more user-friendly, whether you are tracking fitness data, sales, inventory, or anything else. With a solid grasp of these properties, your forms will behave exactly as you expect every time. |
