Microsoft Access 2010 : Customizing Fields - Creating a Lookup Field (part 1) - Define a Field as a Lookup Field

6/22/2013 8:43:12 PM

Many times the data you need to enter in one table can be found in another table. In the Northwind database, for example, if you add a new product, you must assign it to a category. Rather than make you open the Categories table separately and find the value you need, Access 2010 lets you display those values in a list. You can also create your own list rather than drawing values from an existing source.

Define a Field as a Lookup Field

Open a table in Design view.
Click the field to define as a lookup field.
Click the Data Type cell, click the down arrow, and then click Lookup Wizard.
Select the I Want the Lookup Field to Get the Values from Another Table or Query option.
Click Next.
Click the table or query to provide the values.
Click Next.
Click the first field to provide the values.
Click the Add button.
Repeat steps 6 and 7 to add more fields.
Click Next.
Click the first sorting field’s down arrow.
Click the name of the field by which you want to sort the values of the lookup column.
Click the sorting order button to toggle between Ascending and Descending order.
Click Next.
Click Finish.

Tip

You should strongly consider using lookup fields where spelling errors of even a single letter can throw off your data.

Tip

Leave the Hide key column check box selected so the person using the lookup column sees only the values in the field you want him or her to see, not the values in the primary key field.

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