Free Lessons
Courses
Seminars
TechHelp
Fast Tips
Templates
Topic Index
Forum
ABCD
 
Home   Courses   TechHelp   Forums   Help   Contact   Merch   Join   Order   Logon  
 
Back to Access Forum    Comments List
Upload Images   @Reply   Bookmark    Link   Email   Next Unseen 
Make a temporary default Data
Jutyar Hama 
   
3 years ago
Hello.  I created a database for the students of a school, it has a form where most of the fields are the same for the students and do not need to be changed (for example: class name, field of study, level of study, textbook name, academic year, semester, grade type, teacher's name  and...) Most of the time, only the name of the student and his grade change.  I want to put a check box in front of the fields that are the same, and by selecting it, the content inside each field will become the default data for that field, and now write the name of the new student, then by using the shift button, I can jump directly from the name of the student to  Score field.
Kevin Yip  @Reply  
     
3 years ago
You need a one-to-many table setup so you don't even need to enter repeating info.  You need to create normalized tables, which means each and every info is entered only once in the database -- no multiple entries of anything.  This is what Access is all about.  If you have to enter repetitious info, there is usually something wrong with the setup.  

The "one" side should be the class table, containing only info about classes -- class ID, class name, subject, teacher, etc.:

ClassID   ClassName   ClassLevel   Teacher
1         HU008       Remedial     Mr. T. C.
2         HU100       Freshman     Ms. J. D.


The "many" side should be a table containing the students of every class:

ClassID   LineNum   StudentName
1         1         J.A.
1         2         B.G.
1         3         S.D.
1         4         C.A.
1         5         W.K.
2         1         D.H.
2         2         H.A.
2         3         F.V.
2         4         J.A.

In the above, the first 5 students are in Class 1 (HU008), and the rest in Class 2.

Access is not Excel.  In Excel you can enter everything in one flat table, as you described.  But in Access, data have to stored in a highly structured manner with normalization and relationship.
Kevin Robertson  @Reply  
          
3 years ago
Any reason why you wouldn't set this up as a Many-to-Many relationship?
My thinking is each class can have MANY students and each student can be in MANY classes.
Kevin Yip  @Reply  
     
3 years ago
Yes, many-to-many would be the next step.  Many-to-many is like having additional one-to-many relationships.  Another "one" table for storing student info would be needed.  A "one" table for teachers may be needed too, since each teacher can teach multiple classes.  In some cases, each class may have multiple teachers as well.

This thread is now CLOSED. If you wish to comment, start a NEW discussion in Access Forum.
 

Next Unseen

 
New Feature: Comment Live View
 
 

The following is a paid advertisement
Computer Learning Zone is not responsible for any content shown or offers made by these ads.
 

Learn
 
Access - index
Excel - index
Word - index
Windows - index
PowerPoint - index
Photoshop - index
Visual Basic - index
ASP - index
Seminars
More...
Customers
 
Login
My Account
My Courses
Lost Password
Memberships
Student Databases
Change Email
Info
 
Latest News
New Releases
User Forums
Topic Glossary
Tips & Tricks
Search The Site
Code Vault
Collapse Menus
Help
 
Customer Support
Web Site Tour
FAQs
TechHelp
Consulting Services
About
 
Background
Testimonials
Jobs
Affiliate Program
Richard Rost
Free Lessons
Mailing List
PCResale.NET
Order
 
Video Tutorials
Handbooks
Memberships
Learning Connection
Idiot's Guide to Excel
Volume Discounts
Payment Info
Shipping
Terms of Sale
Contact
 
Contact Info
Support Policy
Mailing Address
Phone Number
Fax Number
Course Survey
Email Richard
[email protected]
Blog RSS Feed    YouTube Channel

LinkedIn
Copyright 2026 by Computer Learning Zone, Amicron, and Richard Rost. All Rights Reserved. Current Time: 5/7/2026 2:26:03 AM. PLT: 1s