Overview
This lecture covers the Lookup Wizard feature in Microsoft Access, explaining how to restrict user input in table fields to a predefined list of values.
Purpose of the Lookup Wizard
- The Lookup Wizard is used to limit a field's input to specific options, such as A, B, or C for a "division" field.
- Lookup fields improve data integrity by preventing invalid entries.
Creating a Lookup Field (Manual Entry)
- Without the wizard, users can type any value into a field.
- To use the wizard, change the field's data type to "Lookup Wizard."
- Choose "I will type in the values" to manually enter options (e.g., A, B, C).
- Choose whether to restrict input to only these options.
- After setup, the field displays a dropdown (combo box) with the specified choices.
Editing Lookup Field Options
- To modify the list, return to design view and edit the value list separated by semicolons.
- You can reorder or update the entries as needed.
- The display style can be switched between a combo box, list box, or text box.
Creating a Lookup Field (From Table or Query)
- If options are stored in another table (e.g., car registrations), select "Lookup values from another table or query."
- Choose the appropriate source table and field for the list.
- You can sort the list as desired.
- The dropdown now reflects all current entries from the linked table’s field.
Recap and Tips
- Lookup Wizard ensures users only select permitted values for a field.
- Existing lookup fields can be further edited or updated in design view.
Key Terms & Definitions
- Lookup Wizard — A tool in Access that creates a field with a dropdown list of valid options.
- Combo Box — A dropdown field type allowing selection from a list.
- Value List — A list of acceptable field values, manually entered or sourced from a table/query.
Action Items / Next Steps
- Practice creating lookup fields by both manual value entry and linking to another table.
- Edit an existing lookup field’s value list to reorder or add/remove options.
- Review related database tutorials as assigned.