How to Restrict the Data in a Field in Access 2003

In a Microsoft Access 2003 table or database, you can restrict the data in a field to certain values. Controlling the types of data that someone can enter into a field prevents bookkeeping errors and incorrect database entries. Take these steps to restrict data in a field to certain values in Access 2003.

Difficulty: Moderate

Instructions

Things You'll Need:

• Microsoft Access 2003
• Computer

1. Open your table or database in "Design View."

2. Click on the field name you want to limit. This will open the "Field Properties" box at the bottom left of the screen.

3. In this box, you will see a box labeled "Validation Rule." Click inside the box and a small button with three dots will appear to the right.

4. Click the button, which will open the "Expression Builder" command box. Then click on the "Functions" option.

5. In the white box above, enter values or key words to define the range of data that may be entered. You may use commands like "AND," "OR" and "NOT."

6. When the validation rule finishes, click "OK." You now may enter a validation text in the "Field Properties" box that users will see if they enter an incorrect value.

Tips & Warnings

• Microsoft Access 2003's "Help" section has examples of validation rules.
• Try your validation rules before implementing them in a database.