Linking fields together within a file

  • Thread starter Thread starter Karen
  • Start date Start date
K

Karen

I have created a form with drop down menus. I have fields called Name,
Telephone, Address and birthdates. I would like to link the fields together.
For example, when I choose a name, I would like this person's telephone
linked to his name. How can I do that. I was told that I need to do
something on the back end of it like VBA and the problem is I don't know VBA.
Please help. Thank you.
 
First, Name should not be used as a name in Access. It is a reserved word
and Access can get confused about what you are referring to.

It sounds like you have not yet created a table. Forms do not contain data,
they only display data held in tables and allow you to add, modify, or delete
the data in the tables. So the first thing you need to do is create a table
in your database with fields for each of the data item you want to store and
save the table with a name.

Then you need to open your form in design view and click in the square box
in the upper left corner to select the form and open the properties dialog
box. Select the data tab and the put in the name of your table.

One you have that done, with the properties dialog still open, choose each
control on your form where you want to display a data item. Then you want to
find the Control Source property and put the name of the field in your table
you want displayed there.

Then save your form. You should now be able to enter the information and
save it.
One thing you should consider as you start, it is always best to store first
names and last names as two different fields. It is much easier to combine
them when you want to print them on a report or label that it is to separate
them when you need to. It is, in fact, almost impossible to do correctly.
 
I have already created a table with data. I, then went to create a form.
Within the form, I have dropped down menus on some of the fields. I want to
enable someone to use the form without always re-typing the name, just
choosing them. When they are choosing the name (say Conference meeting
instead of name), I would want certain fields that already have data in them
to follow this record Conference meeting. Is that possible?

The way I have it now, the dropped down menu works but it only works on that
one field. All the other data stayed the same. I want to link them together
so when someone chooses a meeting, the dates and place will show pop up with
the data I have entered in the table.

Forgive me if I am not being clear. I am still a new user.

Thank you very much.
 
Sorry, Karen, I am having difficulty understanding what it is you are asking.
Are you trying to search for existing records using a combo box or are you
wanting a list of choices in you combo box to use for a certain field?

Please try to be as detailed as possible.
I appreciate your patience with me.
 
Hi Dave,

Thank you for being patience with me. I am bad at explaining things.

I have created a table with fields called 'Conference', 'Date', 'Address',
Brokers', and 'Analyst'. I have already inputted the data in the table tab,
I have a lot of records. But for now, I'll use three records as an example.
Record 1: Conference: ABC company, Date: 11/1/2008, Address: 123 Park Avenue,
Broker: Merrill Lynch, and Analyst: will be blank. Record 2: Conference: XYZ
Company, Date: 12/14/2008, Address: 25 Hudson St., Broker: Citi, and Analyst:
will be blank. Record 3: Conference: GHI Company, Date: 11/28/2008, Address:
11 Wall Street, Broker: UBS, and Analyst: will be blank.

Now, when I go to the form, I have created the same fields as the table. I
want to have Conference and Broker linked together. If I use the mouse and
scroll down, I get each record (my mouse has a wheel in between the left and
right buttons) of what I have already inputted in table. I have used combo
list box (drop down menu) in Conference and Broker fields. The date, address
and analyst are the regular fields.

I am creating a form for a few people to use. I just created the master
list. Whoever is interested in going to these conferences will come in and
choose the Analyst field.

This is what I want to do. In the form menu...When I go to Conference and
pick ABC company from the drop down menu, I would want the record to come up.
The Analyst field is empty at the moment. And the person will choose a name
in from the drop down list. The problem that I am having right now is when I
choose ABC Company from the drop down menu, the date, address and broker does
not change...it is what I have opened up with ... like the first record...I
can't recall but it is not a blank record.

It could be something simple but I only started using Access a week ago.
Thank you for your time and your patience in this matter. I really
appreciate your help with this.
 
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