How to Automatically Add Predefined Values to a Microsoft Access Table Field

Providing a choice of predefined values for a field is useful when values rarely change. For example, in a Salutations column, you might enter predefined values of Mr., Mrs., Ms., Dr., etc. When entering data, the user is presented with a list of choices, and just needs to click the one to be used. You can create a field with predefined values either in Design view or Datasheet view. These instructions apply to Microsoft Access 97.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Microsoft Access

Adding Predefined Values in Design View

1. Open your table in Design view.
2. Create a new row in the location where you want your field to occur. If you want to put the field at the end of the rows, click in the first empty row.
3. Name your new field.
4. Click in the Data Type column. A small arrow appears at the right corner.
5. Click in the right corner to obtain a menu of choices.
6. Click in Lookup Wizard. The Lookup Wizard appears.
7. Click the option that indicates you want to type in the values.
8. Click Next. Follow the directions that the wizard provides. Click Finish.
9. Save your table.
10. When you look at your table in Datasheet view, you will now see that your field displays a tiny arrow when you click in it. Clicking on the arrow gives you a list of choices based on the values you entered.

Adding Predefined Values in Datasheet View

11. Open your table in Datasheet view.
12. Click in the column to the right of where you want to insert the field.
13. From the Insert menu, click on Lookup Column.
14. The Lookup Wizard appears.
15. Follow the same steps with the Lookup Wizard as you did above.
16. Save your table.

Tips & Warnings

• Once you create a fixed value list, MS Access will copy those definitions to any form you create afterwards (forms are interfaces you can create to simplify data entry). However, if you create a form, then later change the values in the value list, those new values will not show up in the form.

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