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Microsoft Access 2010 : Customizing Fields - Creating an Append-Only Memo Field, Creating an Attachment Field

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6/22/2013 8:46:48 PM

Creating an Append-Only Memo Field

Most database table fields contain dry, factual data such as prices, quantities, and descriptions. You can extend the facts in your tables by creating memo fields, which can contain up to 64,000 characters. Memo fields are ideal for storing comments about database records, but you might not want to allow users to delete existing comments. To allow users to add but not delete comments to a memo field, you can make the memo field an append-only field.

Create an Append-Only Field

  1. Open a table in Design view.

  2. Click the field to define as an append-only field.

  3. Click the Data Type cell.

  4. Click the down arrow.

  5. Click Memo.

  6. Click the Append Only property.

  7. Click the down arrow.

  8. Click Yes.

    Create an Append-Only Field

Creating an Attachment Field

Databases can contain information about business transactions, but there’s a lot more to business than simple numerical and text values. If you work with paper invoices, purchase orders, or correspondence, you can scan those documents into electronic form and attach the documents to the record to which the documents are related. Alternatively, if you have another file (such as a Word document, product image, or Excel workbook) that’s related to the item described by the record, you can also attach those files to the record.

Create an Attachment Field

  1. Open a table in Design view.

  2. Click the field to define as an attachment field.

  3. Click the Data Type cell.

  4. Click the down arrow.

  5. Click Attachment.

    Create an Attachment Field
 
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