Any Microsoft Access Experts out there?

[Kev M]

Alright peeps,

I've just started a new job and am looking to make some alterations to their database, I know what I want to do but I'm not sure how to do it or if it's even possible.

At the minute I have to enter a number into a cell, this number has a meaning and is extracted into an excel spreadsheet.

What I'd like to do is create a drop down list of the meanings so it's written instead of a number but I need the words to correspond to numbers that can be extracted into the excel spreadsheet.

I should be able to do this but I've not used access in ages and my ECDL course notes are in storage along with everything else I own.

If someone could tell me if this is even possible and if so how then I would definately owe you a big drink.

Here's hoping,
Kev

 

[h4rri]

I take it you want to do this via the inbuilt Access front end rather that a web based front end. It should be possible without any issues IME.

 

[Kev M]

Yes mate through access, nowt to do with websites. I've forgotten how access works completely and can't find my course notes. Basically I have to enter daily reports into a form, access stores the data and outpus it to an excel spreadsheet. I need to create a drop down option in the form with worded alternatives but I need these to ouput a numerical figure for the spread sheet.

 

[john-oh]

Insert a combo box with the wizard activated, just answer the questions and it will do it all for you.

From memory you can right click on the existing box and edit the properties, but its probably quicker to insert a new box, then, if it doesn't work you can just delete it

 

[SimonTALM]

Yep it's a combo box and as john-oh suggets use the wizzard.

Tip: If you store the values in a new table (e.g. tblComboValues) and get the combo box to query the table you can more easily update them later (e.g. add values). The Table will contain 2 fields 1 for the value and one for the text description

Tip 2 (more advanced): If you add a Logical (Y/N) field to the new table called "selectable" you can then make the query look at only "Y" so you can remove values for new records in the original table without making the data in the original table meaningless.