There are two types of lists that you can create with MS Access. One is the look- up list and the other is the list you create with values. For a field in the table you may opt to create a list of values where you create a database of values which are put into a list box and displayed when the particular field is accessed. While another type of list type enables you to define the values.
Here is how you can do this in MS Office 7:
You will need MS Access.
Choose a list of Values where you wish to put in your pre-defined values as this seems to work well if values do not keep changing and you also do not need to stash them in database tables. So you could enter for example pre-defined genders like `male` and `female`.
You could also select a lookup list where you need to look up another table for address which for example contains contact information. Another table could contain salary levels for employee grades or a commission application table which pre-defines the percentage of commission applicable. SO by clicking an entry in the list you could apply the commission percentage to an employee from the address details. Whenever new employees are added or employees are deleted the current status of the addresses are maintained by adding or deducting the entries in the address table.
A list box can be a show-all, combo or a selective dual display field list. SO when you click the down-arrow in the field, you get a list type where you can select an option to fill the field.
You can create list-boxes from a wizard which require you to go through predefined pages to set commands for a list box. You can use Visual Basic commands to create a list box. Another way is to customize a list box to your fancy.
It is not about performance to calculate the levels of efficiency but sometimes there is the criterion of making the end user happy doing a task. So, most probably the field requires returning one list value which is easier for users to execute.
Now, you can try to create a list for your form and maybe you want a lookup list which helps in accuracy of choice. You can create it with a wizard, or with any other means as has been defined earlier. Using a number of probable choices helps giving the users more to select their info from and define info more correctly. With this in mind it is possible to cater to your users of an Access database where you need to select a list type to create for your data form. Letting your database provide a combination of values is perhaps the best method.