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MS Access Forum / Database Design / January 2008displaying an "alias" value in a table
I created a DB a year ago in which one of the tables holds input from a form. Several of those table fields hold record numbers from other tables or queries, HOWEVER the table field display substitutes the information in lieu of the record number. For instance I might select "Mary Ann" from a dropdown list. Mary Ann happens to be record number 35 in that lookup table. However, the table this information is then stored in hold the number 35. But it displays "Mary Ann" in spreadsheet view. I don't know where I learned to do that. Looking at either table gives me no clue. How does one do this? I need to do it again. Thanks very much.  SignatureNorm Shimmel Butler, PA Open the table in design view. Select the problem field. In the lower pane of the table design window, click on the Lookup tab. You will see that it is set up as a Combo, where the bound column is zero-width. Change it to Text box if you just want to see the number. Alternatively, set the width of the first column to (say) 0.4" so that it shows the number, but you still keep the combo. Some of us believe that having combos in your table just confuses people about what is really there. To read more about that opinion, see: http://www.mvps.org/access/lookupfields.htm SignatureAllen Browne - Microsoft MVP. Perth, Western Australia Tips for Access users - http://allenbrowne.com/tips.html Reply to group, rather than allenbrowne at mvps dot org. >I created a DB a year ago in which one of the tables holds input from a >form. [quoted text clipped - 14 lines] > > I need to do it again. Thanks very much. Allen, thank you very much for responding. I certainly understand the "confusion" part of the argument. I knew that the first time I used it. I did make note of it in the table design view for each field (3) in which it was used. It made the table more readable for those for whom I was creating the application, and it seemed like a good idea. I am experimenting with a new idea for my current project, and may have a slightly different use for the "effect". Thanks again for the assist. SignatureNorm Shimmel Butler, PA > Open the table in design view. > Select the problem field. [quoted text clipped - 27 lines] > > > > I need to do it again. Thanks very much. >Allen, thank you very much for responding. I certainly understand the >"confusion" part of the argument. I knew that the first time I used it. I did >make note of it in the table design view for each field (3) in which it was >used. It made the table more readable for those for whom I was creating the >application, and it seemed like a good idea. The lookup field is useful for only two things, in my opinion: it makes it easier to use table datasheets for routine interaction with the data, and it make it a tiny bit easier to add a combo box control to a form. The first advantage is really a DISadvantage, since table datasheets are of very limited utility and should not be even *seen* by endusers, much less routinely used for data interaction. Forms are much more powerful and to be preferred. The downsides of lookups, as noted in the mvps website, much outweigh the one minor advantage. John W. Vinson [MVP] Users should never interact directly with tables/queries. They should always use forms. The forms can be displayed in datasheet view so they look like tables if the users like that look but the only place you have control over what goes on is with a form. Use combos in the form to show text data and store the numeric data. If you, as the developer, want to see the text then create queries that join to the lookup table so you have both the numeric value and the text value available. > Allen, thank you very much for responding. I certainly understand the > "confusion" part of the argument. I knew that the first time I used it. I [quoted text clipped - 43 lines] >> > >> > I need to do it again. Thanks very much. |
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