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12 Keeping Your Information Accurate Part III: Microsoft Office Access 2003 New in Office 2003 Property Update Options View 9 Accept the default selection to store data without the symbols by clicking Finish. Access closes the wizard and displays the edited mask as the Input Mask property. 10 Press F to accept the mask. Access changes the format of the mask to !(000″) “000-0000;;#. Notice the two semicolons that separate the mask into its three sections. Because you told Access to store data without the symbols, nothing is displayed in the second section of the mask. Tip When you press F, a button is added in front of the Input Mask. This is the Property Update Options button, and if you click it, a list of options is displayed. In this case, the only option is to apply the input mask everywhere PhoneField is used. This button disappears when you edit any other property or change to a different field. 11 Save your changes, and click the View button to return to Datasheet view. 12 Press the N key to move to the new record, and type a series of at least ten digits and then some letters to see how the mask works. Any letters you type are ignored. The first ten digits are formatted as a telephone number. If you type more than ten digits, they are also ignored. If you type fewer than ten digits and press Tab or Enter, Access warns you that your entry doesn t match the input mask. Tip An input mask can contain more than just the placeholders for the data to be entered. If, for example, you type The number is in front of the telephone number in the Input Mask property, the default entry for the field is The number is (###) ###-####. Then if you place the insertion point to the left of The and start typing numbers, the numbers replace the # placeholders, not the text. The Field Size setting is not applied to the characters in the mask, so if this setting is 15, the entry is not truncated even though the number of displayed characters (including spaces) is 28.
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Tip You can create an input mask by hand for text, number, date, or currency fields, or you can use this wizard to apply one of several standard masks for text and date fields. 6 With Phone Number selected in the Input Mask list, click Next. The second page of the wizard displays the input mask and gives you the opportunity to change the placeholder character that will indicate what to type. The exclamation point causes Access to fill the mask from left to right with whatever is typed. The parentheses and hyphen are characters that Access will insert in the specified places. The 9s represent optional digits, and the 0s represent required digits, so you can enter a telephone number with or without an area code. Tip Because Access fills the mask from left to right, you would have to press the Right Arrow key to move the insertion point past the first three placeholders to enter a telephone number without an area code. 7 Change 999 to 000 to require an area code, and then change the placeholder character to #. 8 Click Next. On the third page of the wizard, you specify whether you want to store the symbols with the data. If you store the symbols, the data will always be displayed in tables, forms, and reports in this format. However, the symbols take up space, meaning that your database will be larger. 279
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12 Keeping Your Information Accurate Part III: Microsoft Office Access 2003 In this example, you are restricting the entry to ten digits no more and no less. Access stores just the digits entered, not the parentheses, space, and dash (though those characters could be displayed in your table, form, or report if you set the correct format property). In this exercise, you will use the Input Mask Wizard to apply a predefined telephone input mask to a text field, forcing entered numbers into the (206) 555-0001 format. You will then create a custom mask to force the first letter of an entry to be uppercase (a capital letter). USE the FieldTest database in the practice file folder for this topic. This practice file is located in the My DocumentsMicrosoft PressOffice 2003 SBSAccurateInputMask folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Microsoft Office System 2003 Step by Step. OPEN the FieldTest database. 1 Open the Field Property Test table in Design view. 2 In the first blank Field Name cell, type PhoneField, and leave the data type set to Text. 3 Click the row selector to select the row, and then drag the new field to the top of the field list so that it will appear at the left end of the table. 4 Save the table design, and with PhoneField still selected, click Input Mask in the Field Properties area. 5 Click the button to the right of the cell to start the Input Mask Wizard and display the first page of the wizard. (Click Yes if you are prompted to install this feature.)
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The first section contains characters that are used as placeholders for the information to be typed, as well as characters such as parentheses and hyphens. Together, all these characters control the appearance of the entry. The following list explains the purpose of the most common input mask characters: Character Description 0 Required digit (0 through 9). 9 Optional digit or space. # Optional digit or space; blank positions are converted to spaces; plus and minus signs are allowed. L Required letter (A through Z). ? Optional letter (A through Z). A Required letter or digit. a Optional letter or digit. & Required character (any kind) or a space. C Optional character (any kind) or a space. < All characters that follow are converted to lowercase. > All characters that follow are converted to uppercase. ! Characters typed into the mask fill it from left to right. You can include the exclamation point anywhere in the input mask. Character that follows is displayed as a literal character. Password Creates a password entry box. Any character typed in the box is stored as the character but displayed as an asterisk (*). Any characters not included in this list are displayed as literal characters. If you want to use one of the special characters in this list as a literal character, precede it with the (backslash) character. The second and third sections of the input mask are optional. Including a 1 or leaving nothing in the second section tells Access to store only the characters entered; including a 0 tells it to store both the characters entered and the mask characters. The character in the third section is displayed in a new record as the placeholder for the characters to be typed. This placeholder defaults to an underscore if the section is omitted. The input mask !(000″) “000-0000;1;# creates this display in a field in both a table and a form: (###) ###-#### 277
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12 Keeping Your Information Accurate Part III: Microsoft Office Access 2003 5 Click Yes to acknowledge the risk, and click Yes again to accept the deletion of the contents of one field. TextField now contains only 12 characters, rather than the 32 you entered. The other 20 characters have been permanently deleted. NumberField is empty because it is now limited to whole numbers from 0 through 255, and the value of 500 that you entered was deleted. 6 Type 2.5 as the NumberField entry, and press F. The number is rounded to the nearest whole number. 7 Close the table. CLOSE the FieldTest database. Using Input Masks to Restrict Data When you use masks in tables or forms, people entering information can see at a glance the format in which they should make entries and how long they should be. You can use the InputMask property to control how data is entered in text, number, date/time, and currency fields. This property has three sections, separated by semicolons, like the mask for a telephone number, shown here: !(000″) “000-0000;1;#
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Setting Description Single Stores numbers from 3.402823E38 to 1.401298E 45 for negative values and from 1.401298E 45 to 3.402823E38 for positive values. Double Stores numbers from 1.79769313486231E308 to 4.94065645841247E 324 for negative values and from 1.79769313486231E308 to 4.94065645841247E 324 for positive values. Decimal Stores numbers from -10^28 -1 through 10^28 -1. By setting the Field Size property to a value that allows the largest valid entry, you prevent the user from entering certain types of invalid information. If you try to type more characters in a text field than the number allowed by the Field Size setting, Access beeps and refuses to accept the entry. Likewise, a value that is below or above the limits of a number field is rejected when you try to move out of the field. In this exercise, you will change the Field Size property for several fields to see the impact this has on data already in the table and on new data that you enter. USE the FieldTest database in the practice file folder for this topic. This practice file is located in the My DocumentsMicrosoft PressOffice 2003 SBSAccurateFieldSize folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Microsoft Office System 2003 Step by Step. OPEN the FieldTest database. 1 Open the Field Property Test table in Design view. 2 Click in the TextField row, and in the Field Properties area, change the Field Size property from 50 to 12. 3 Click in the NumberField row, click the Field Size property, click its down arrow, and change the setting from Long Integer to Byte. The number of characters that can be entered in the text field is restricted to 12, and the values that can be entered in the number field are restricted to the range 0 to 255. 4 Click the View button to return to Datasheet view, clicking Yes when prompted View to save the table. The table contains data that doesn t fit these new property settings, so Access displays a warning that some data might be lost. 275
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12 Keeping Your Information Accurate Part III: Microsoft Office Access 2003 Tip In Design view, you can open the Properties dialog box, and on the Lookup tab, set the Boolean field to display as a check box, text box, or combo box. You can also set the Format property on the General tab to use True/False, Yes/No, or On/Off as the displayed values in this field (though the stored values will always be -1 and 0). 19 Close the table. CLOSE the FieldTest database. Using Field Size Properties to Restrict Data You can set the Field Size property for the Text, Number, and AutoNumber data types. This property restricts the number of characters that you can enter in a text field and the size of numbers that can be entered in a number or AutoNumber field. For text fields, the Field Size property can be set to any number from 0 to 255. AutoNumber fields are automatically set to Long Integer. Number fields can be set to any of the following values: Setting Description Byte Stores numbers from 0 to 255 (no fractions). Integer Stores numbers from 32,768 to 32,767 (no fractions). Long Integer (The default.) Stores numbers from 2,147,483,648 to 2,147,483,647 (no fractions).
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13 The insertion point should be in the first field. Type This entry is 32 characters long, and press D to move to the next field. 14 Type Five hundred, and press D. The data type for this field is Number. Access displays an alert box refusing your text entry. 15 Click OK, replace the text with the number 500, and press D. 16 Type a number or text (anything but a date) in the date field, and press D. When Access refuses it, click OK, type Jan 1, and press D. The date field accepts almost any entry that can be recognized as a date, and displays it in the default date format. Depending on the format on your computer, Jan 1 might be displayed as 1/1/2003 or 1/1/03. Tip If you enter a month and day but no year in a date field, Access assumes the date is in the current year. If you enter a month, day, and two-digit year from 00 through 29, Access assumes the year is 2000 through 2029. If you enter a two-digit year that is greater than 29, Access assumes you mean 1930 through 1999. 17 Type any text or a date in the currency field, and press D. When Access refuses the entry, click OK, type 45.3456 in the field, and press D. Access stores the number you entered but displays ($45.35), the default format for displaying negative currency numbers. Tip Access uses the regional settings in the Microsoft Windows Control Panel to determine the display format for date, time, currency, and other numbers. If you intend to share database files with people in other countries, you might want to create custom formats to ensure that the correct currency symbol is always displayed with your values. Otherwise, the numbers won t change, but displaying them as dollars, pounds, pesos, or euros will radically alter their value. 18 Enter text or a number in the Boolean field. Then click anywhere in the field to toggle the check box between Yes (checked) and No (not checked), finishing with the field in the checked state. This field won t accept anything you type; you can only switch between two predefined values. 273
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12 Keeping Your Information Accurate Part III: Microsoft Office Access 2003 10 You don t need a primary key for this exercise, so click No. 11 Click the row selector for TextField to select the first row. The properties of the selected field are displayed in the lower portion of the dialog box. 12 Click in each field and review its properties, and then click the View button to display View the table in Datasheet view.
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2 In the File name box, type FieldTest, navigate to the My DocumentsMicrosoft Press Office 2003 SBSAccurateDataType folder, and then click Create. Access opens the database window for the new database. 3 Double-click Create table in Design view. A blank Table window opens in Design view so that you can define the fields that categorize the information in the table. You will define five fields, one for each of the data types: Text, Number, Date/Time, Currency, and Yes/No. 4 Click in the first Field Name cell, type TextField, and press D to move to the Data Type cell. 5 The data type defaults to Text, which is the type you want. Press D twice to accept the default data type and move the insertion point to the next row. 6 Type NumberField, and press D to move to the Data Type cell. 7 Click the down arrow to expand the list of data types, click Number, and then press D twice. Tip Rather than displaying the list of data types and clicking one, you can type the first character of the desired type, and it will be entered in the cell. 8 Repeat steps 4 through 7 to add the following fields: Field Data type DateField Date/Time CurrencyField Currency BooleanField Yes/No Tip The data type referred to as Yes/No in Access is more commonly called Boolean (in honor of George Boole, an early mathematician and logistician). This data type can hold either of two mutually exclusive values, often expressed as yes/no, 1/0, on/off, or true/false. 9 Click the Save button, type Field Property Test to name the table, and Save then click OK. Access displays a dialog box recommending that you create a primary key. 271
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