Linking Columns

[Guest]

i used to use access alot and know how poerful it can be, but have been away
for six months ,and getting really frustrated. i have bought three books none
of which explain in simply terms what i want to do.... Please help......
I have created my tables and have two columns that if you selected one the
information in the next column would be the same always. Is there any way by
selected one the other can automaticly be populated. i need to run reports on
both columns. i.e (Really simply). Column 1 = Videos, Column 2 = V. can i
select Videos and the V automaticaly come up.....

Please Please Please help.... this is so frustrating.

 

[Allen Browne]

Mark, none of your books explain how to do this, because you have a basic
misunderstanding.

One of the basic rules of data normalization is:
Never store dependant data.
Your table has a 2nd field that is dependant on the first.
You must not put such as field into a table.

Instead, you get that kind of field by using 2 tables, and a query.
One table contains one record for each type of item, e.g.:
ItemTypeID Number
ItemType Text
You can then enter records such as:
1 Video
2 DVD

The table you already have then has the ItemTypeID field *only* (not the
text field as well.)

Now create a query with the 2 tables. You can get your ItemTypeID field from
your table, and the ItemType text from the other table. The query will
always give you the right answer, and the database will *never* store the
wrong thing in your table, so there are no maintenance issues. You can now
use this query as the source for any form or report you want.

(That's just an example of course. In practice, there would be no good
reason for having a Number column at all in the lookup table.)

--
Allen Browne - Microsoft MVP. Perth, Western Australia.

Reply to group, rather than allenbrowne at mvps dot org.

message
news:[email protected]...