1. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-1 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 DESIGNING THE STRUCTURE OF TABLES Microsoft Access 2007 – Level 2 Chapter 1

2. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-2 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Performance Objectives Design the structure of tables to optimize efficiency and accuracy of data Select the appropriate field data type based on analysis of data Add captions to fields for descriptive purposes Disallow blank field values Allow or disallow zero-length strings in a field Create a custom format for text, number, and date fields Create a custom input mask Define rich text formatting for a memo field Store history of changes to a memo field Define and use an attachment field with multiple attachments

3. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-3 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Designing Tables and Fields 1.Determine data needed from existing or future reports, forms, or queries 2.Compile a data dictionary from that data 3.Map out the tables and fields for each table –Each table (entity) should describe a person, place, object, event, or other subject only –Segment data to its smallest unit for maximum flexibility (Example: first name, last name should be two fields) –Do not include fields that can be calculated –Identify Yes/No or True/False fields –Identify which field will contain unique data; it becomes the primary key field –Determine table relationships and common fields –Avoid data redundancy Plan!

4. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-4 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Diagramming a Database To have a visual representation of the structure Recommend --- easier to type into expressions Common fields in tables Abbreviate field names No spaces in field names Primary key fields indicated

5. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-5 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Assigning Data Types The Data Type restricts the data that can be entered into a field –Only numbers can be entered into Number, Currency, or Date/Time fields –Only alphanumeric text can be entered into Text or Memo fields (if numbers are entered, they are stored as text) Select the appropriate Data Type for each field –Changing the data type after data has been entered can cause some loss of data In Table Design View, click on the desired field to view its Data Type property

6. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-6 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Assigning Data Types…/2 Data TypeDescription Text Length limit up to 255 characters; alphanumeric Memo Length limit up to 65,535 characters; alphanumeric; supports rich text formatting Number Positive or negative value that can be used in calculations Date/Time Accepts only valid dates or times Currency Monetary value; does not round off during calculations AutoNumber Value assigned by Access automatically when a new record is added Yes/No Restricts entry to Yes/No, True/False. Or On/Off OLE object Stores an embedded or linked object created in other Microsoft Office applications Hyperlink Links to a URL Attachment Attach a file to the record, such as a picture, Word document or Excel worksheet

7. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-7 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Using the Field Size Property to Restrict Field Length Restrict data entry in a field to no more characters than the number in the Field Size property Default field size varies depending on the data type –Text: default field size is 255 characters –Number: default field size is Long Integer Access stores only the number of characters entered, even when Field Size is greater Field Size can be reset in the properties for each field (Be careful not to lose data!) The Field Size Property

8. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-8 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Using Field Properties List of Field Properties is based on the Data Type Partial list of Text field properties Hint: Define properties before creating queries, forms, and reports Type a descriptive title for headings in datasheets, queries, forms, reports Set to Yes to require an entry in this field To store a zero-length field instead of a null value for an empty field

9. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-9 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Creating a Custom Format for a Text Field Does not affect how data is stored Partial list of Text field properties Enter Format codes CodeDescription @ Placeholder for each character; character is required ! Fill left to right instead of right to left > Convert to uppercase < Convert to lowercase [color] Show text in specified font color (black, blue, red, green, cyan, magenta, yellow, white) To customize how text is displayed in a datasheet, query, form, or report

10. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-10 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Text Field Format Examples EntryFormatResult 123 @@@@@Two spaces, followed by 123, all left-aligned 123 !@@@@@123, followed by two spaces, all left-aligned >@@@@@ abc12ABC12 < SMITHSONIANsmithsonian 111223333 [blue]@@@-@@-@@@@111-22-3333 abcde >@@ABCDE, the first two characters are required and capitalized

11. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-11 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Creating a Custom Format for a Numeric Field Does not affect how data is stored Partial list of Number field properties Enter Format codes CodeDescription # Placeholder for each digit; does not restrict the number of digits entered 0 Placeholder for each digit; shows a zero for digits not entered % Multiplies the value by 100 and adds a percent symbol To customize how a number is displayed in a datasheet, query, form, or report More codes available – see Help

12. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-12 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Number Field Format Examples EntryFormatResult 123456.70 #.##123456.70 12 0.0012.00 123456.7 #,###.#0123,456.70 0 00.00 -500 #,###;(#,###)[red](500) ab123 >@@###AB123 Number formats may have up to 4 parts: #,###.00;-#,###.00[red];0.00;’Unknown’ Positive values Negative values Zero values Null values

13. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-13 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Creating a Custom Format for a Date/Time Field Date and Time are stored as a number; a field can display Date only, Time only, or both List of Date/Time field properties Enter Format codes To customize how a Date and/or Time is displayed in a datasheet, query, form, or report

14. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-14 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Date/Time Built-in FormatsFormatDescription General Date Example: 3/31/2009 5:34:23 If a date only is entered, no time is displayed; if a time only is entered, no date is displayed Long DateExample: Friday, March 31, 2009 Medium DateExample: 31-Mar-09 Short DateExample: 3/31/2009 Long TimeExample: 7:34:33 PM Medium TimeExample: 7:34 PM Short TimeExample: 19:34

15. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-15 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Date/Time Custom Format Codes CodeDescription d dd ddd dddd Displays the day of the month; d shows as one digit or two, dd always shows two digits, ddd spells out three characters of the day, dddd spells out the day m mm mmm mmmm Displays the month; m shows as one digit or two, mm always shows two digits, mmm spells out three characters of the month, mmmm spells out the month yy or yyyy Displays the year as two or four digits h or hh Displays the hour as one or two digits n or nn Displays the minutes as one or two digits s or ss Displays the seconds as one or two digits AM/PM Displays the 12-hour clock value followed by AM or PM More codes available – see Help

16. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-16 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Propagating Field Properties Access displays the Property Update Options button whenever changes are made to an existing field Click to display the Update Properties dialog box; then choose the dependent object(s) (queries, forms, reports) to which this same change should be applied

17. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-17 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Using Input Masks To set a pattern for how data is to be entered into a desired field Avoid conflict with the Format property Partial list of Text field properties Enter input mask OR Click … to invoke the Input Mask Wizard (only for Text or Date/Time fields)

18. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-18 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Commonly Used Input Mask Codes CodeDescription 0 Required digit 9 Optional digit # Digit, space, plus or minus symbol; if no data typed L Required letter ? Optional letter A Required letter or digit a Optional letter or digit & Required character or space C Optional character or space ! Fill left to right, rather than right to left \ Access is to display the character immediately following the \ More codes available – see Help

19. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-19 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Input Mask Examples Input maskEntryResult (000) 000-00002065550248(206) 555-0248 (999) 999-99992065550248(206) 555-0248 (000) AAA-AAAA206555TELE(206) 555-TELE #999 -20–20 2000 >L????L?000L0 greengr339m3GREENGR339M3 may r 452b7MAY R 452B7 >L0L 0L0t2f8m4T2F 8M4 00000-9999 9811598115- 98115300798115-3007 >L<?????????????? mariaMaria brendanBrendan SSN 000-00-00005555555555SSN 555-55-5555 >LL00000-0000db513920493DB51392-0493

20. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-20 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 !\(999") "000\-0000;0;# Creating an Input Mask…/2 Desired format \ displays next symbol as a literal symbol Enclose spaces and other text in quotation marks 0 - to store added characters 1 or blank – do not store them Placeholder character Sections of an Input Mask Separate sections with semicolons

21. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-21 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Working with Memo Fields Apply Rich Text Formatting * New in Access 2007- not available in earlier versions Partial list of Memo field properties Change to Rich Text and encodes all the field as HTML text Change to Yes to allow only new data in the field When Yes, Access maintains a history of added data

22. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-22 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Working with Memo Fields…/2 Rich Text Formatting Options Available formatting options for data selected in a Memo field Font Font size Direction L->R, R->L Numbering & Bullets Unindent, Indent Bold Italic Underline Font color Alignment Highlighter

23. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-23 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Displaying History of Changes to a Memo Field A Memo field’s Append Only property has been set to Yes; the field has been updated in a given record Right-click the column entry in the desired record Click Show column history… History is removed when Append Only is reset to No Review history and click OK

24. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-24 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Creating an Attachment Field New Data Type in Access 2007 - not available in earlier versions Set Data Type to Attachment Can store several files in a single field in a record Each file may not be larger than 256 MB Total size of all files may not exceed 2GB Cannot change the data type for an Attachment field

25. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-25 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Attaching Files to Records Double-click the paperclip to open the Attachments dialog box Click Add, then navigate to desired files and click Open Datasheet View

26. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-26 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Editing an Attached File Double-click the paperclip to open the Attachments dialog box Double-click the desired file, then edit and save it in its source program Datasheet View Click OK when finished Select a file, then click to remove it as an attachment

27. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-27 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 How can you restrict the number of characters entered into a Text field? Features Summary In Table Design view, set the Field Size property for the Text field

28. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-28 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 How do you change the column heading for a field in Datasheet view? In Table Design view, set the Caption property Features Summary

29. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-29 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 How do you disallow blank field values when entering data into a field? Features Summary In Table Design view, set the Required property to Yes

30. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-30 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 How do you set up a field so that data entered is always capitalized? Features Summary In Table Design view, enter > in the Input mask property

31. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-31 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 How do you change the display of a Date field? Features Summary In Table Design view, set the Format property to the desired format

32. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-32 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 How do you set placeholders for entering a Date field? Features Summary In Table Design view, set the Input Mask property to the desired format

33. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-33 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 How do you define Rich Text Formatting for a Memo field? Features Summary In Table Design view, set the Text Format property to Rich Text

34. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-34 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 What must you do to save a history of the changes to a Memo field? Features Summary In Table Design view, set the Append Only property to Yes

35. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-35 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 How can you display the history of the changes to a Memo field? Features Summary Right-click the column entry in the desired record in Datasheet view Click Show column history… Review history and click OK

36. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-36 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 How can you attach a file to a record? Features Summary 1.In Table Design view, create an Attachment field, then 2.In Datasheet view, double-click the paperclip in the record to open the Attachments dialog box

37. Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 1-37 LINKS TO OBJECTIVES Design Tables and Fields Design Tables and Fields Data Types Field Size Property Field Properties Custom Formats Input Masks Memo Field Rich Text Format Memo Field Rich Text Format History of Memo Field Changes History of Memo Field Changes Attachment Data Type Attachment Data Type Attaching Files to Records Attaching Files to Records Features Summary ACCESS 2007 Chapter 1 Coming Next DESIGNING AND BUILDING RELATIONSHIPS AND LOOKUP FIELDS Chapter 2