How To Assign Datatype to a Microsoft Access Table Field

Microsoft Access is one application included in the Microsoft Office Suite that will aid you in creating application software. The Table Field in Microsoft access includes a ‘Field Name’ and a ‘Field Datatype’, and ‘Property Area’ to specify how each field is going to be used. Knowing how to properly assign a Datatype will make it easier for you and Microsoft Access itself to sort the data provided in the program, whether it is a text, a memo, a number, an OLE Object, among other Datatypes. This article will provide you with a description of each Datatype, and how you can assign a Datatype to your Microsoft Access Table Field.

1. Microsoft Access Datatypes

(a) ‘Text’ is where you can enter a combination of text and numbers such as an address and postal code, or other number figures that will not require computations, like phone numbers.
(b) ‘Memo’ is used if you are to enter lengthy notes and descriptions.
(c) ‘Date/Time’ Datatype includes all the dates and times.
(d) ‘Yes/No’ Datatype is for values that only have two, like On/Off, Yes/No and True/False.
(e) ‘Hyperlink’ Datatype is for entering in a URL or a UNC path.
(f) ‘Lookup Wizard’ Datatype will allow you to select a value from another table or from a combo box.

(g) ‘OLE Object’ Datatype is used when embedding data from Microsoft Word, Excel, pictures or sounds using the OLE Protocol.
(h) ‘AutoNumber’ Datatype is used if you are to use sequential numbering.
(i) ‘Number’ Datatype is used for any numerical data that needs calculations, except for calculating money.
(j) ‘Currency’ Datatype deals with monetary numerical calculations.

2. Design View
To assign a Datatype to your table, just open up Microsoft Access on your computer and make sure to access your table in its Design View. Once the table is in Design View, click on the Datatype field which is on the right-hand side of the Field Name. Click on the arrow that will appear and you will see a list of different Datatypes. Choose the Datatype that you will need for that specific table. After you are done choosing the Datatype, you can proceed in entering the information and description in the Property Area, and do not forget to save the changes that you have made.

Now that you know how each Datatype is classified, it will be much easier for you to assign the correct Datatype for each of your Table Field in Microsoft Access. Whether you are an accomplished computer programmer, or still learning the ropes of programming, creating your own application software is made easy with the use of Microsoft Access.


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