How choose multiple items from drop down list?

[Guest]

I have a school alumni database. I would like to be able to choose multiple
answers from a drop down list. Is this possible?

For example, in my table I have a column titled GRADE(S) ATTENDED SJB and
it's a combo box that lists 3PRESCHOOL, 4PRESCHOOL, KINDERGARTEN, 1ST, 2ND,
3RD, ETC. If an alumni attended our school (SJB) for multiple grades (i.e.
1st thru 5th) I want them to be able to pick each grade and have the database
record each grade as an answer separately.

Thank you.

 

[John Vinson]

I have a school alumni database. I would like to be able to choose multiple
answers from a drop down list. Is this possible?

For example, in my table I have a column titled GRADE(S) ATTENDED SJB and
it's a combo box that lists 3PRESCHOOL, 4PRESCHOOL, KINDERGARTEN, 1ST, 2ND,
3RD, ETC. If an alumni attended our school (SJB) for multiple grades (i.e.
1st thru 5th) I want them to be able to pick each grade and have the database
record each grade as an answer separately.

Thank you.

That's not how relational databases work. You cannot and should not
try to store multiple values in one field!

You need *at least* three tables:

Alumni
AlumnusID Primary Key
LastName
FirstName
<other bio data>

Grades
Grade <your list of values>

GradesAttended
AlumnusID <link to Alumni>
Grade <the grade they attended>

You would use a Form based on Alumni, with s Subform based on
GradesAttended; this subform would have only one control, a combo box
based on Grades.

Note that table datasheets are of *very* limited utility, and will not
be capable of doing what you want in table datasheet view. Use a Form,
it's a bit more work to start with but MUCH more powerful.

John W. Vinson[MVP]

 

[Guest]

I'm being a bit ignorant, but I don't understand how this will give me the
info I need. Are you saying that I need a field for EACH grade? Can you
re-explain?

 

[John Vinson]

I'm being a bit ignorant, but I don't understand how this will give me the
info I need. Are you saying that I need a field for EACH grade? Can you
re-explain?

No. You'll have one RECORD for each grade, for each alum. If Joe
Doakes attended the school for 9th, 10th, 11th and 12th grades you
would have records like:

Alumni
AlumnusID 319
LastName Doakes
FirstName Joe
... <other fields about Joe> ...

Grades
...
10th
11th
12th

GradesAttended
319 9th
319 10th
319 11th
319 12th
320 2nd <<< this is a record for Maria Alvarez
320 3rd
....

Take a look at the Northwind sample database's Order form for an
example; each Order (analogous to an alumnus) can have multiple
products in its OrderDetails subform (analogous to GradesAttended).

John W. Vinson[MVP]

 

[Guest]

I guess I'm confused on you calling each GRADE a record. I thought the
alumni NAME would be the record!?

I'll look into the sample you told me about.

Thank you.

 

[Rick Brandt]

I guess I'm confused on you calling each GRADE a record. I thought
the alumni NAME would be the record!?

I'll look into the sample you told me about.

Think of the example of the classic sales order. One Order can have many Items
purchased on it. So there is a table for Orders and another table for Items
with a one-to-many relationship between them.

You have records for people and each person can have many grades. Same
principles apply. A form with a subform is the usual method for dealing with
the form interface.

 

[Guest]

Thank you for explaining. Now I understand.