How to Limit Data in a Microsoft Access Field to Certain Values

Restricting data in a field stops opening faults. For example, presume you are promoting towels in tri colors – red, blue, and yellow. Restraining the data values to “red,” “blue” or “yellow” will avert populace from erroneously ordering pink towels. These directions relates to MS Access 97.

What you should do?

  • Unbolt your table in Design view.
  • Tick in the ground that is to be restricted.
  • In the Field Properties box at the foot of the panel, select Validation Rule. A miniature box with three spots emerges. Tick in box appeared.
  • The Expression Builder comes into view. Penetrate the expressions to confine your data. In the towel, case provided on top, you would connect on tasks, and then give feeds like “red” OR “blue” otherwise “yellow.” Select OK. Your playing fields will never ever going to allow every values except red, blue, or yellow.
  • Unswervingly under the Validation canon field, you will witness a field known as Validation Text.
  • This is what users will observe if they attempt to penetrate the erroneous value by fault. F
  • Feed your validation content here.
  • In the towel case, you might exercise something similar to, “That color is not accessible. Please insert red, yellow or blue.” Hoard your table.

Things to remember

The Expression Builder is difficult. If you are inexpert, look forward to spend a few moments in time studying how to generate these expressions. Review Access help, or just attempt an expression you believe might do the job, after that make an effort inflowing data in your table and notice what happens. Return and amend your expression if compulsory.

Microsoft Access offers clients with one of the easiest and most elastic RDBMS way out on the market these days. Usual clients of Microsoft products will take pleasure in the recognizable Windows ‘look and feel’ in addition to the stiff incorporation with further Microsoft Office family products.

Seeing that with several applications, there are at all times stipulations and boundaries as to what can be prepared. The subsequent details the specifications acknowledged in the Microsoft Access Help files for Microsoft Access 2000, XP and 2003 versions.

In Microsoft Office Access, you may generate an inquiry that has the inimitable standards query specs position to yes, and the query may perhaps comprise a Memo field. When you run the query, you may possibly obtain the following error note:

“The field is excessively minute to accept the quantity of data you tried to insert. Try adding or pasting fewer data.”

Moreover, the query may carry out exclusive of an error warning. Nevertheless, the data that is revisited in the memo field is condensed to 255 characters.

This ambiguity crops up since when you place the Unique Values query function to Yes, a different keyword is inserted to the ensuing SQL statement. The DISTINCT keyword guides Access to execute a similarity between records. When Access executes a association between two Memo fields, Access takes care of the fields as Text fields that have a 255-character perimeter. Occasionally Memo field data that is bigger than 255 characters will produce the error message that is stated in the “Symptoms” segment. From time to time only 255 characters come back from the Memo field.

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