How to Create a Field for Notes and Text in Access 2003

Sometimes notes and text are needed in a record. There are two different kinds depending on how much information will be stored in the field. A text field can hold up to 255 characters, and a memo field can hold up to 65,536. These steps will help to create a field for notes and text in Access 2003.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Computer with Access 2003

1. Start the Access 2003 program. Select “File.” Open up the Access 2003 datasheet from the “Open” drop-down box.
2. Put the datasheet into “Design” view. Select the location of the new notes and text field.
3. Click the “Insert Rows” button. The fields will move down to make way for the new notes and text field.
4. Name the field in the first column. This is the information that will show when you are entering new information each time into the field.
5. Select whether you want a “Text” or “Memo” data type.
6. Describe what is in the field. You will want to add a description of what information is located in the field.
7. Return the datasheet to “Datasheet” view.

Tips & Warnings

• Memo fields cannot be indexed or serve as primary keys. If you need to sort information based on this field, use a test field.
• Be sure to save your work when finished.
• Some database designers will skip a memo field. With so much information stored in them, they can sometimes be unreadable by the Access program.

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