Applies to: Access for Office 365, Access 2019, Access 2016, Access 2013, Access 2010, Access 2007.
All tables in Access are composed of fields. A field’s properties outline the characteristics and behaviour of data inserted to that field. A field’s data type is the prominent property because it influences what type of data the field can retain. This article summarises the data variants and other field properties available in Access, and contains supplementary information in a detailed data type reference section.
In this article
Overview
Data types can appear confusing for example, if a field’s data type is Text, it can occupy hybrid data with either text or numerical characters. But a field whose data type is Number can keep solely numerical data. So, you must know what properties are used with every data type.
A field’s data type affects other multiple vital field qualities, like the following:
- Which formats can be used with the field.
- The maximum size of a field value.
- How the field can be used in expressions.
- Whether the field can be indexed.
A field’s data type can be automatically generated redefined or you will choose a data type according to how you design the new field. For example, if you produce a field from the Datasheet view and:
- Use a current field from another table, the data type is predefined in the template or in the other table.
- Type data in a blank column (or field), Access relays a data type to the field determined by the values that you state or you can transfer the data type and format for the field.
- On the Modify Fields tab, in the Fields & Columns group, pick Add Fields, Access presents a list of data types that you can choose from.
When to use which data type
Envision a field’s data type as a set of qualities that relates to each of the values that are included in the field. For example, values that are retained in a Text field can have only letters, numbers, and a capped group of punctuation characters, and a Text field can merely include a maximum of 255 characters.
Tip: Sometimes, the data in a field may look like one data type, but is actually another. For example, a field may seem to have numeric values but may actually include text values, such as room numbers. You can regularly use an expression to compare or transform values of different data types.
The following tables present you the formats available for each data type and explain the impact of the formatting option.
Basic Types
| Format | Use to display |
|---|---|
| Text | Short, alphanumeric values, including a last name or a street address. Note, beginning in Access 2013, Text data types have been renamed to Short Text. |
| Number, Large Number | Numeric values, such as distances. Note that there is a separate data type for currency. |
| Currency | Monetary values. |
| Yes/No | Yes and No values and fields that have only one of two values. |
| Date/Time | Date and Time values for the years 100 until 9999. |
| Rich Text | Text or combinations of text and numbers that can be formatted using colour and font controls. |
| Calculated Field | Results of a calculation. The calculation must link to other fields in the same table. You would use the Expression Builder to build the calculation. Note, Calculated fields were first introduced in Access 2010. |
| Attachment | Attached images, spreadsheet files, documents, charts, and other types of supported files to the records in your database, akin to attaching files to e-mail messages. |
| Hyperlink | Text or combinations of text and numbers preserved as text and used as a hyperlink address. |
| Memo | Long blocks of text. A common use of a Memo field would be a detailed product description. Note, beginning in Access 2013, Memo data types have been renamed to Long Text. |
| Lookup | Shows either a list of values that is retrieved from a table or query, or a set of values that you elaborated once you made the field. The Lookup Wizard commences and you can design a Lookup field. The data type of a Lookup field is either Text or Number, based upon your choices in the wizard. Lookup fields are equipped with an extra range of field properties, which are found on the Lookup tab in the Field Properties pane. |
Note: Attachment and Calculated data types aren’t available in .mdb file formats.
Number
| Format | Use to display |
|---|---|
| General | Numbers without additional formatting exactly as it is stored. |
| Currency | General monetary values. |
| Euro | General monetary values stored in the EU format. |
| Fixed | Numeric data. |
| Standard | Numeric data with decimal. |
| Percentage | Percentages. |
| Scientific | Calculations. |
Date and Time
| Format | Use to display |
|---|---|
| Short Date | Display the date in a short format. Depends on your regional date and time settings. For example, 3/14/2001 for USA. |
| Medium Date | Display the date in medium format. For example, 3-Apr-09 for USA. |
| Long Date | Display the date in a long format. Depends on you’re the regional date and time settings. For example, Wednesday, March 14, 2001 for USA. |
| Time am/pm | Display the time only using a 12 hour format that will respond to changes in the regional date and time settings. |
| Medium Time | Display the time followed by AM/PM. |
| Time 24hour | Display the time only using a 24 hour format that will respond to changes in the regional date and time settings |
Yes/No
| Data Type | Use to display |
|---|---|
| Check Box | A check box. |
| Yes/No | Yes or No options |
| True/False | True or False options. |
| On/Off | On or Off options. |
OLE Object – OLE objects, such as Word documents.
Field size property
Following your creation of a field and confirming its data type, you can set further field properties. The field’s data type influences which other properties that you can set. For example, you can control the size of a Text field by setting its Field Size property.
For Number and Currency fields, the Field Size property is particularly vital, because it affects the range of field values. For example, a one-bit Number field can store only integers ranging from 0 to 255.
The Field Size property also dictates how much disc space each Number field value needs. According to the field size, the number can use exactly 1, 2, 4, 8, 12, or 16 bytes.
Note: Text and Memo fields have variable field value sizes. For these data types, Field Size sets the maximum space available for any one value.
For more details about field properties and how they function with the different data types, refer to the Data type reference section. Also, read the article Set the field size.
Data types in relationships and joins
A table relationship is an association between frequent fields in two tables. A relationship can be one-to-one, one-to-many, or many-to-many.
A join is a SQL operation that integrates data from two sources into one record in a query record-set determined by values in a defined field that the sources share a consistency in. A join can be an inner join, a left outer join, or a right outer join.
Once you design a table relationship or insert a join to a query, the fields that you connect must own the same or matching data types. For example, you cannot create a join between a Number field and a Text field, even if the values in those fields match.
In a relationship or a join, fields that are set to the AutoNumber data type are compatible with fields that are set to the Number data type if the Field Size property of the latter is Long Integer.
You are unable to alter the data type or the Field Size property of a field that is involved in a table relationship. You can temporarily erase the relationship to adapt the Field Size property. However, if you modify the data type, you won’t be able to re-create the relationship without first also altering the data type of the related field. For more information on tables, see the article, Introduction to tables.
Data type reference
After you set a data type to a field, it includes a set of properties that you can pick. Select on data types below for further information.
Attachment
Purpose – Used in a field that permits attaching files or images to a record. For example, if you have a job contacts database, you can use an attachment field to attach a photo of the contact, or attach documents like a C.V. For some file types, Access compresses every attachment whenever you add it. Attachment data types are available only in .accdb file format databases.
Types of attachments that Access compresses
Once you attach any of the following file types, Access compresses the file.
- Bitmaps, such as .bmp files
- Windows Metafiles, including .emf files
- Exchangeable File Format files (.exif files)
- Icons
- Tagged Image File Format files
You can attach several varieties of files to a record. However, some file types that could pose security risks are blocked. As a rule, you can attach any file that was made in one of the Microsoft Office programmes. You can even attach log files (.log), text files (.text, .txt), and compressed .zip files. For a list of supported image file formats, check the table later in this section.
List of blocked file types
Access blocks the following kinds of attached files.
| .ade | .ins | .mda | .scr |
|---|---|---|---|
| .adp | .isp | .mdb | .sct |
| .app | .its | .mde | .shb |
| .asp | .js | .mdt | .shs |
| .bas | .jse | .mdw | .tmp |
| .bat | .ksh | .mdz | .url |
| .cer | .lnk | .msc | .vb |
| .chm | .mad | .msi | .vbe |
| .cmd | .maf | .msp | .vbs |
| .com | .mag | .mst | .vsmacros |
| .cpl | .mam | .ops | .vss |
| .crt | .maq | .pcd | .vst |
| .csh | .mar | .pif | .vsw |
| .exe | .mas | .prf | .ws |
| .fxp | .mat | .prg | .wsc |
| .hlp | .mau | .pst | .wsf |
| .hta | .mav | .reg | .wsh |
| .inf | .maw | .scf |
Supported field properties
| Property | Use |
|---|---|
| Caption | The label text that is shown for this field by default in forms, reports, and queries. If this property is blank, the field name is used. Any text string is accepted. An effective caption is usually concise. |
| Required | Requires that every record comes with at least one attachment for the field. |
Supported image file formats
Access supports the following graphic file formats without having to configure extra software on your computer.
- Windows Bitmap (.bmp files)
- Run Length Encoded Bitmap (.rle files)
- Device Independent Bitmap (.dib files)
- Graphics Interchange Format (.gif files)
- Joint Photographic Experts Group (.jpe, .jpeg, and .jpg files)
- Exchangeable File Format (.exif files)
- Portable Network Graphics (.png files)
- Tagged Image File Format (.tif and .tiff files)
- Icon (.ico and .icon files)
- Windows Metafile (.wmf files)
- Enhanced Metafile (.emf files)
File naming conventions
The names of your attached files can embody any Unicode character supported by the NTFS file system that is applied in Microsoft Windows NT. Also, file names are obliged to follow the following guidelines:
- Names must avoid exceeding 255 characters, including the file name extensions.
- Names are forbidden from including the following characters: question marks (?), quotation marks (“), forward or backward slashes (/ \), opening or closing brackets (< >), asterisks (*), vertical bars or pipes (|), colons (🙂, or paragraph marks (¶).
AutoNumber
Purpose – Use an AutoNumber field to offer a unique value that serves no other purpose than to make every record distinct. The most frequent use for an AutoNumber field is as a primary key, specifically when no appropriate natural key (a key that is based on a data field) is available.
An AutoNumber field value needs 4 or 16 bytes, based on the value of its Field Size property.
Suppose that you have a table that stores contacts’ information. You can use contact names as the primary key for that table, but how do you handle two contacts with exactly the same name? Names are incompatible natural keys, because they are typically common. If you use an AutoNumber field, all records will definitively own a unique identifier.
Note: You should not use an AutoNumber field to keep a count of the records in a table. AutoNumber values are not reused, so deleted records can result in gaps in your count. Moreover, an accurate count of records can be easily obtained by using a Totals row in a datasheet.
Supported field properties
| Property | Use |
|---|---|
| Field Size | Determines the amount of space that is allocated for each value. For AutoNumber fields, only two values are allowed: The Long Integer field size is used for AutoNumber fields that are not used as replication IDs. This is the default value. You should not change this value unless you are creating a replication ID field. Note: Replication is not supported in databases that use a new file format, such as .accdb. This setting makes AutoNumber fields compatible with other Long Integer Number fields when they are used in relationships or joins. Each field value requires 4 bytes of storage. The Replication ID field size is used for AutoNumber fields that are used as replication IDs in a database replica. Do not use this value unless you are working in or implementing the design of a replicated database. Each field value requires 16 bytes of storage. |
| New Values | Determines whether AutoNumber field increments with each new value or uses random numbers. Select one of the following: Increment – Starts with the value 1 and incrementally increases by 1 for each new record. Random – Starts with a random value and assigns a random value to each new record. Values are of the Long Integer field size, and range from -2,147,483,648 to 2,147,483,647. |
| Format | If you are using an AutoNumber field as a primary key or as a Replication ID, you should not set this property. Otherwise, choose a number format that meets your specific needs. |
| Caption | The label text that is displayed for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is allowed. An effective caption is usually brief. |
| Indexed | Specifies whether the field has an index. There are three available values: Yes (No duplicates) – Creates a unique index on the field. Yes (Duplicates OK) – Creates a non-unique index on the field. No – Removes any index on the field. Note: Do not change this property for a field that is used in a primary key. Without a unique index, it is possible to enter duplicate values, which can break any relationships in which the key is a part. Although you can create an index on a single field by setting the Indexed field property, some kinds of indexes cannot be created in this manner. For example, you cannot create a multi-field index by setting this property. |
| Smart Tags | Attaches a smart tag to the field. Smart tags were deprecated in Access 2013. |
| Text Align | Specifies the default alignment of text within a control. |
Calculated
Purpose – Use to store the results of a calculation.
The calculation must relate to other fields in the same table. You would use the Expression Builder to construct the calculation. Note, Calculated data types were first introduced in Access 2010. Calculated data types are available only in .accdb file format databases.
Supported field properties
| Property | Use |
|---|---|
| Expression | The result of this calculation will be kept in the calculated column. If this column has been saved, then only saved columns can be used in this expression. |
| Result Type | The result of the calculation will be presented as this data type. |
| Format | Influences the way that the field appears when it is illustrated or printed in datasheets or in forms or reports that are linked to the field. You can use any valid number format. In most cases, you should set the Format value to reflect the result type. |
| Decimal Places | Clarifies the number of decimal places to use when showing numbers. |
| Caption | The label text that is revealed for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is accepted. An effective caption is usually brief. |
| Text Align | Defines the default alignment of text within a control. |
Currency
Purpose – Use to store monetary data.
Data in a Currency field is not rounded off during calculations. A Currency field is accurate to 15 digits to the left of the decimal point and 4 digits to the right. Each Currency field value requires 8 bytes of storage.
Supported field properties
| Property | Use |
|---|---|
| Format | Affects the way that the field appears when it is presented or printed in datasheets or in forms or reports that are connected to the field. You can use any valid number format. In most cases, you should set the Format value to Currency. |
| Decimal Places | Elaborates the number of decimal places to use when displaying numbers. |
| Input Mask | Presents editing characters to guide data entry. For example, an input mask might display a dollar sign ($) at the beginning of the field. |
| Caption | The label text that is shown for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is permitted. An effective caption is typically brief. |
| Default Value | Automatically relays the specified value to this field when a new record is added. |
| Validation Rule | Provides an expression that must be true whenever you add or change the value in this field. Use in conjunction with the Validation Text property. |
| Validation Text | State a message to display when a value that is entered violates the expression in the Validation Rule property. |
| Required | Demands that data be typed in the field. |
| Indexed | Specifies whether the field has an index. There are three available values: Yes (No duplicates) – Generates a unique index on the field. Yes (Duplicates OK) – Forms a non-unique index on the field. No – Deletes any index on the field. Note: Do not edit this property for a field that is used in a primary key. Although you can make an index on a single field by setting the Indexed field property, some types of indexes cannot be designed in such a way. For example, you cannot design a multi-field index by setting this property. |
| Smart Tags | Attaches a smart tag to the field. Smart tags were deprecated in Access 2013. |
| Text Align | Specifies the standard alignment of text within a control. |
Date/Time
Purpose – Use to retain time-based data.
Supported field properties
| Property | Use |
|---|---|
| Caption | The label text that is presented for this field by default in forms, reports, and queries. If this property is blank, the name of the field is applied. Any text string is accepted. An effective caption is usually brief. |
| Default Value | Intuitively transfers the specified value to this field once a new record is added. |
| Format | Determines the way that the field appears when it is displayed or printed in datasheets, or in forms or reports that are bound to the field. You can use a predefined format or build your own custom format. List of predefined formats General Date – Automatically, if the value is a date only, no time is shown; if the value is a time only, no date is presented. This setting is a combination of the Short Date and Long Time settings. Examples 4/3/07 05:34:00 PM 4/3/07 05:34:00 PM Long Date – Same as the Long Date setting in the regional settings of Windows. Example: Saturday, April 3, 2007. Medium Date – Illustrates the date as dd-mmm-yyyy. Example: 3-Apr-2007. Short Date – Same as the Short Date setting in the regional settings of Windows. Example: 4/3/07. Warning: The Short Date setting believes that dates between 1/1/00 and 12/31/29 are twenty-first century dates (that is, the years are assumed to be 2000 to 2029). Dates between 1/1/30 and 12/31/99 are assumed to be twentieth century dates (that is, the years are assumed to be 1930 to 1999). Long Time – Same as the setting on the Time tab in the regional settings of Windows. Example: 5:34:23 PM. Medium Time – Presents the time as hours and minutes divided by the time separator character, followed by an AM/PM indicator. Example: 5:34 PM. Short Time – Conveys the time as hours and minutes split by the time separator, by using a 24-hour clock. Example: 17:34. Lists of components that you can use in custom formats Enter any combination of the following components to develop a custom format. For example, to display the week of the year and day of the week, type ww/w. Important: Custom formats that are irregular with the date/time settings specified in Windows regional settings are skipped. For more information on Windows regional settings, see Windows Help. Separator components Note: Separators are set in the regional settings of Windows. : Time separator. For example, hh:mm / Date separator. For example, mmm/yyyy Any short string of characters, contained within quotation marks (“”) Custom separator. Quotation marks are not displayed. For example, “,” presents a comma. Date format components d – Day of the month in one or two numeric digits, as needed (1 to 31). dd – Day of the month in two numeric digits (01 to 31). ddd – First three letters of the weekday (Sun to Sat). dddd – Full name of the weekday (Sunday to Saturday). w – Day of the week (1 to 7). ww – Week of the year (1 to 53). m – Month of the year in one or two numeric digits, as needed (1 to 12). mm – Month of the year in two numeric digits (01 to 12). mmm – First three letters of the month (Jan to Dec). mmmm – Full name of the month (January to December). q – The quarter of the year (1 to 4).y Number of the day of the year (1 to 366). yy – Last two digits of the year (01 to 99). yyyy – Full year (0100 to 9999). Time format components h – Hour in one or two digits, as needed (0 to 23). hh – Hour in two digits (00 to 23). n – Minute in one or two digits, as needed (0 to 59). nn – Minute in two digits (00 to 59). s – Second in one or two digits, as needed (0 to 59). ss – Second in two digits (00 to 59). Clock format components AM/PM – Twelve-hour clock with the uppercase letters “AM” or “PM,” as appropriate. For example, 9:34PM. am/pm – Twelve-hour clock with the lowercase letters “am” or “pm,” as appropriate. For example, 9:34pm. A/P – Twelve-hour clock with the uppercase letter “A” or “P,” as appropriate. For example, 9:34P. a/p – Twelve-hour clock with the lowercase letter “a” or “p,” as appropriate. For example, 9:34p. AMPM – Twelve-hour clock with the appropriate morning/afternoon designator as defined in the regional settings of Windows. Predefined formats c – Same as the General Date predefined format. ddddd – Same as the Short Date predefined format. dddddd – Same as the Long Date predefined format. ttttt – Same as the Long Time predefined format. |
| IME Mode | Handles the conversion of characters in East Asian versions of Windows. |
| IME Sentence Mode | Manages the conversion of sentences in East Asian versions of Windows. |
| Indexed | Clarifies whether the field has an index. There are three available values: Yes (No duplicates) – Makes a unique index on the field. Yes (Duplicates OK) Produces a non-unique index on the field. No – Erases any index on the field. Note: Do not adjust this property for a field that is used in a primary key. Even though you can generate an index on a single field by setting the Indexed field property, some types of indexes cannot be formed in this approach. For example, you cannot design a multi-field index by setting this property. |
| Input Mask | Presents editing characters to aid data entry. For example, an input mask might display a dollar sign ($) at the beginning of the field. |
| Required | Forces you to enter data in that field. |
| Show Date Picker | Defines whether to display the Date Picker control. Note: If you use an input mask for a Date/Time field, the Date Picker control is unavailable regardless of how you set this property. |
| Smart Tags | Attaches a smart tag to the field. Smart tags were deprecated in Access 2013. |
| Text Align | Elaborates the default alignment of text within a control. |
| Validation Rule | Gives an expression that must be true anytime you add or change the value in this field. Use alongside with the Validation Text property. |
| Validation Text | State a message to present once a value that is entered violates the expression in the Validation Rule property. |
Hyperlink
Purpose – Use to preserve a hyperlink, like an e-mail address or a Web site URL.
A hyperlink can be a UNC path or a URL. It can hold a maximum of 2048 characters.
Supported field properties
| Property | Use |
|---|---|
| Allow Zero Length | Enables entry (by setting to Yes) of a zero-length string (“”) in a Hyperlink, Text, or Memo field. |
| Append Only | Decides whether to track field value changes. There are two settings: Yes – Tracks changes. To see the field value history, right-click the field, and then choose Show column history. No – Avoids tracking changes. Warning: Warning Setting this property to No removes any existing field value history. |
| Caption | The label text that is presented for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is permitted. An effective caption is normally brief. |
| Default Value | Autonomously sends the specified value to this field when a new record is added. |
| Format | Affects the way that the field appears once it is presented or printed in datasheets or in forms or reports that are linked to the field. You can define a custom format for a Hyperlink field. |
| IME Mode | Manages the conversion of characters in East Asian versions of Windows. |
| IME Sentence Mode | Maintains the conversion of sentences in East Asian versions of Windows. |
| Indexed | Specifies whether the field has an index. There are three available values: Yes (No duplicates) – Generates a unique index on the field. Yes (Duplicates OK) – Forms a non-unique index on the field. No – Deletes any index on the field. Note: Do not update this property for a field that is used in a primary key. Although you can produce an index on a single field by setting the Indexed field property, some variants of indexes are unable to be formed in this way. For example, you cannot design a multi-field index by setting this property. |
| Required | Mandates that data be typed in the field. |
| Smart Tags | Attaches a smart tag to the field. Smart tags were deprecated in Access 2013. |
| Text Align | Elaborates the preset alignment of text within a control. |
| Unicode Compression | Compresses text that is occupied in this field as soon as under 4,096 characters are stored. |
| Validation Rule | Provides an expression that must be true anytime you create or amend the value in this field. Use in conjunction with the Validation Text property. |
| Validation Text | Input a message to present once a value that is entered breaches the expression in the Validation Rule property. |
Memo
Purpose – Use to retain a block of text that exceeds 255 characters long and is formatted text. Note, beginning in Access 2013, Memo data type has been renamed to Long Text.
Supported field properties
| Property | Use |
|---|---|
| Allow Zero Length | Grants entry (by setting to Yes) of a zero-length string (“”) in a Hyperlink, Text, or Memo field. |
| Append Only | Influences whether to track field value changes. There are two settings: Yes – Tracks changes. To check the field value history, right-click the field, and then select Show column history. No – Avoids track changes. Warning: Setting this property to No eliminates any existing field value history. |
| Caption | The label text that is showcased for this field by default in forms, reports, and queries. If this property is blank, the name of the field is used. Any text string is taken. Tip: An effective caption is usually brief. |
| Default Value | Promptly assigns the specified value to this field when a new record is added. |
| Format | Decides the way that the field appears when it is illustrated or printed in datasheets or in forms or reports that are associated to the field. You can define a custom format for a Memo field. |
| IME Mode | Manages the conversion of characters in East Asian versions of Windows. |
| IME Sentence Mode | Handles the conversion of sentences in East Asian versions of Windows. |
| Indexed | Dictates whether the field has an index. There are three available values: Yes (No duplicates) – Generates a unique index on the field. Yes (Duplicates OK) – Makes a non-unique index on the field. No – Erases any index on the field. Note: Do not alter this property for a field that is used in a primary key. Although you can create an index on a single field by setting the Indexed field property, some types of indexes are blocked from being designed in such a way. For example, you cannot create a multi-field index by setting this property. |
| Required | Obliges that data be entered in the field. |
| Smart Tags | Attaches a smart tag to the field. Smart tags were deprecated in Access 2013. |
| Text Align | Elaborates the default alignment of text within a control. |
| Unicode Compression | Compresses text that is held in this field when less than 4,096 characters are stored. |
| Validation Rule | Offers an expression that must be true whenever you add or change the value in this field. Use in conjunction with the Validation Text property. |
| Validation Text | Type a message to display when a value that is entered violates the expression in the Validation Rule property. |
Number
Purpose – Use to hold a numeric value other than a monetary value. If you may use the values in the field to conduct a calculation, use the Number data type.
Supported field properties
| Property | Use |
|---|---|
| Caption | The label text that is shown for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is allowed. An effective caption is usually brief. |
| Decimal Places | Defines the number of decimal places to use when displaying numbers. |
| Default Value | Automatically relays the specified value to this field when a new record is added. |
| Field Size | Choose one of the following: Byte — Use for integers that range from 0 to 255. Storage requirement is 1 byte. Integer — Use for integers that range from -32,768 to 32,767. Storage requirement is 2 bytes. Long Integer — Use for integers that range from -2,147,483,648 to 2,147,483,647. Storage requirement is 4 bytes. Tip: Use Long Integer when you create a foreign key to relate to another table’s AutoNumber primary key field. Single — Use for numeric floating point values that range from -3.4 x 1038 to 3.4 x 1038 and up to seven significant digits. Storage requirement is 4 bytes. Double — Use for numeric floating point values that range from -1.797 x 10308 to 1.797 x 10308 and up to fifteen significant digits. Storage requirement is 8 bytes. Replication ID — Use for storing a globally unique identifier required for replication. Storage requirement is 16 bytes. Note that replication is not supported using the .accdb file format. Decimal — Use for numeric values that range from -9.999… x 1027 to 9.999… x 1027. Storage requirement is 12 bytes. Tip: For best performance, always specify the smallest sufficient Field Size. |
| Format | Influences the way that the field appears when it is displayed or printed in datasheets, or in forms or reports that are bound to the field. You can use any valid number format. |
| Indexed | Dictates whether the field has an index. There are three available values: Yes (No duplicates) – Generates a unique index on the field. Yes (Duplicates OK) – Makes a non-unique index on the field. No – Erases any index on the field. Note: Do not alter this property for a field that is used in a primary key. Although you can create an index on a single field by setting the Indexed field property, some types of indexes are blocked from being designed in such a way. For example, you cannot create a multi-field index by setting this property. |
| Input Mask | Lists editing characters to assist data entry. For example, an input mask might display a dollar sign ($) at the beginning of the field. |
| Required | Enforces data entry into the field. |
| Smart Tags | Attaches a smart tag to the field. Smart tags were deprecated in Access 2013. |
| Text Align | Elaborates the default alignment of text within a control. |
| Validation Rule | Provides an expression that must be true whenever you add or change the value in this field. Use in conjunction with the Validation Text property. |
| Validation Text | State a message to display when a value that is entered violates the expression in the Validation Rule property. |
Large Number
Purpose – Use to occupy a Large numeric value apart from a monetary value. If you might use the values in the field to run a calculation, use the Large Number data type.
Supported field properties
| Property | Use |
|---|---|
| Caption | The label text that is shown for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is accepted. An effective caption is usually brief. |
| Decimal Places | Elaboratesthe number of decimal places to use when displaying numbers. |
| Default Value | Automatically relays the specified value to this field once a new record is added. |
| Format | Affects the way that the field appears once it is displayed or printed in datasheets, or in forms or reports that are linked to the field. You can use any valid number format. |
| Indexed | Dictates whether the field has an index. There are three available values: Yes (No duplicates) – Generates a unique index on the field. Yes (Duplicates OK) – Makes a non-unique index on the field. No – Erases any index on the field. Note: Do not alter this property for a field that is used in a primary key. Although you can create an index on a single field by setting the Indexed field property, some types of indexes are blocked from being designed in such a way. For example, you cannot create a multi-field index by setting this property. |
| Input Mask | Displays editing characters to guide data entry. For example, an input mask might display a dollar sign ($) at the beginning of the field. |
| Required | Requires that data be entered in the field. |
| Smart Tags | Attaches a smart tag to the field. Smart tags were deprecated in Access 2013. |
| Text Align | Specifies the default alignment of text within a control. |
| Validation Rule | Supplies an expression that must be true whenever you add or change the value in this field. Use in conjunction with the Validation Text property. |
| Validation Text | Enter a message to display when a value that is entered violates the expression in the Validation Rule property. |
OLE Object
Purpose – Use to attach an OLE Object, such as a Microsoft Office Excel spreadsheet, to a record. If you want to use OLE features, you must utilise the OLE Object data type.
In most cases, you should use an Attachment field rather than an OLE Object field. OLE Object fields support fewer file types than Attachment fields support. In addition, OLE Object fields prevent you from attaching several files to a single record.
Supported field properties
| Property | Use |
|---|---|
| Caption | The label text that is presented for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is enabled. An effective caption is usually brief. |
| Required | Mandates that data be entered in the field. |
| Text Align | Dictates the default alignment of text within a control. |
Text
Purpose – Use to store a maximum of 255 characters of text. Note, beginning in Access 2013, the Text data type has been renamed to Short Text.
Supported field properties
| Property | Use |
|---|---|
| Allow Zero Length | Permits entry (by setting to Yes) of a zero-length string (“”) in a Hyperlink, Text, or Memo field. |
| Caption | The label text that is shown for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is permitted. An effective caption is usually brief. |
| Default Value | Automatically groups the specified value to this field when a new record is added. |
| Field Size | Type a value from 1 to 255. Text fields can range from 1 to 255 characters. For larger text fields, use the Memo data type. Tip: For best performance, always specify the smallest sufficient Field Size. For example, if you are storing postal codes of a known length, you should specify that length as the Field Size. |
| Format | Influences the way that the field displays when it is presented or printed in datasheets or in forms or reports that are bound to the field. You can define a custom format for a Text field. |
| IME Mode | Manages the conversion of characters in East Asian versions of Windows. |
| IME Sentence Mode | Handles the conversion of sentences in East Asian versions of Windows. |
| Indexed | Dictates whether the field has an index. There are three available values: Yes (No duplicates) – Generates a unique index on the field. Yes (Duplicates OK) – Makes a non-unique index on the field. No – Erases any index on the field. Note: Do not alter this property for a field that is used in a primary key. Although you can create an index on a single field by setting the Indexed field property, some types of indexes are blocked from being designed in such a way. For example, you cannot create a multi-field index by setting this property. |
| Required | Coerces data to be entered in the field. |
| Smart Tags | Attaches a smart tag to the field. Smart tags were deprecated in Access 2013. |
| Text Align | Clarifies the default alignment of text within a control. |
| Unicode Compression | Compresses text that is stored in this field when less than 4,096 characters are stored. |
| Validation Rule | Gives an expression that must be true whenever you add or change the value in this field. Use in conjunction with the Validation Text property. |
| Validation Text | Input a message to display when a value that is entered violates the expression in the Validation Rule property. |
Yes/No
Purpose – Use to store a Boolean value.
Supported field properties
| Property | Use |
|---|---|
| Caption | The label text that is shown for this field by default in forms, reports, and queries. If this property is empty, the name of the field is used. Any text string is accepted. An effective caption is usually brief. |
| Default Value | Instantly transfers the specified value to this field once a new record is added. |
| Format | Determines the way that the field appears when it is displayed or printed in datasheets, or in forms or reports that are bound to the field. Choose one of the following: True/False – Lists the value as either True or False. Yes/No – Presents the value as either Yes or No. On/Off – Shows the value as either On or Off. |
| Indexed | Dictates whether the field has an index. There are three available values: Yes (No duplicates) – Generates a unique index on the field. Yes (Duplicates OK) – Makes a non-unique index on the field. No – Erases any index on the field. Note: Do not alter this property for a field that is used in a primary key. Although you can create an index on a single field by setting the Indexed field property, some types of indexes are blocked from being designed in such a way. For example, you cannot create a multi-field index by setting this property. |
| Text Align | Defines the default alignment of text within a control. |
| Validation Rule | Provides an expression that must be true whenever you add or change the value in this field. Use in conjunction with the Validation Text property. |
| Validation Text | State a message to display when a value that is entered violates the expression in the Validation Rule property. |