Insert or add a rich text field

In Microsoft Office Access 2007, you can store rich, formatted text in a database. You do this by using a memo field and setting the field's TextFormat property (new in Office Access 2007) to RichText. You can apply formatting to all or part of the contents of the field by editing the field through a bound control in a form, or when the field is displayed in a datasheet. You can also apply formatting to all of a field when viewing a report in Layout View (new in Office Access 2007).

Use a Memo field to store large amounts of information

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A Memo field can be useful for storing large amounts alphanumeric information. Some typical uses for this data type would be a note, comments, description, or address field, The Memo data type allows up to 65,536 alphanumeric characters with options to set several properties such as rich text formatting. When using the Memo data type in a Web database, values that contain more than 8,192 characters are truncated.

Insert, create, or delete a field to store numeric values

You add a Number field to a table when you need to store numeric data, such as sales figures. This article explains how to use Microsoft Office Access 2007 to add and delete a Number field in new and existing database tables.

Format Property - Date/Time Data Type

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You can set the Format property to predefined date and time formats or use custom formats for the Date/Time data type.

Setting Predefined Formats

The following table shows the predefined Format property settings for the Date/Time data type.

SETTING General Date

DESCRIPTION

(Default) If the value is a date only, no time is displayed; if the value is a time only, no date is displayed. This setting is a combination of the Short Date and Long Time settings. Examples: 4/3/93, 05:34:00 PM, and 4/3/93 05:34:00 PM. Long Date Same as the Long Date setting in the regional settings of Windows. Example: Saturday, April 3, 1993. Medium Example: 3-Apr-93. Date Short Date Same as the Short Date setting in the regional settings of Windows. Example: 4/3/93. WARNING The Short Date setting assumes that dates between 1/1/00 and 12/31/29 are twenty-first century dates (that is, the years are assumed to be 2000 to 2029). Dates between 1/1/30 and 12/31/99 are assumed to be twentieth century dates (that is, the years are assumed to be 1930 to 1999). Long Time Same as the setting on the Time tab in the regional settings of Windows. Example: 5:34:23 PM. Medium Example: 5:34 PM. Time Short Time Example: 17:34.

Format Property - Number and Currency Data Types

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You can set the Format property to predefined number formats or custom number formats for the Number and Currency data types.

Setting

Predefined Formats
The following table shows the predefined Format property settings for numbers. SETTING General Number Currency DESCRIPTION (Default) Display the number as entered. Use the thousand separator; follow the settings specified in the regional settings of Windows for negative amounts, decimal and currency symbols, and decimal places. Use the euro symbol ( ), regardless of the currency symbol specified in the regional settings of Windows. Display at least one digit; follow the settings specified in the regional settings of Windows for negative amounts, decimal and currency symbols, and decimal places. Use the thousand separator; follow the settings specified in the regional settings of Windows for negative amounts, decimal symbols, and decimal places. Multiply the value by 100 and append a percent sign (%); follow the settings specified in the regional settings of Windows for negative amounts, decimal symbols, and decimal places. Use standard scientific notation.

Euro Fixed

Standard

Percent

Scientific

Format Property - Yes/No Data Type

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You can set the Format property to the Yes/No, True/False, or On/Off predefined formats or to a custom format for the Yes/No data type.

Setting
Microsoft Office Access 2007 uses a check box control as the default control for the Yes/No data type. Predefined and custom formats are ignored when a check box control is used. Therefore, these formats apply only to data that is displayed in a text box control.

Predefined Formats
Yes, True, and On are equivalent, as are No, False, and Off. If you specify one predefined format and then enter an equivalent value, the predefined format of equivalent value will be displayed. For example, if you enter True or On in a text box control with its Format property set to Yes/No, the value is automatically converted to Yes.

Custom Formats
The Yes/No data type can use custom formats containing up to three sections. SECTION DESCRIPTION First Second Third This section has no effect on the Yes/No data type. However, a semicolon (;) is required as a placeholder. The text to display in place of Yes, True, or On values. The text to display in place of No, False, or Off values.

Store images in a database

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You can display images, such as pictures, logos, and photographs, on your forms and reports. To do so, you first need to store those images. Access

provides several ways to store images, and this article explains how to use each method. If you need information about displaying images on forms and reports, see Use images in your Access forms, reports, and controls. For an overview of some of the ways you can use images with an Access database, see the article Dress up your Access database.

Create a hyperlink
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When you create a hyperlink by using any of the following methods, Microsoft Access creates a label control on the form or report. Although hyperlinks in a report won't work when viewed in Access, the hyperlinks will work when you output the report to Microsoft Word, to Microsoft Excel, or to HTML.

Attach files and graphics to the records in your database

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You use the Attachment feature in Microsoft Office Access 2007 to add one or more pieces of data Microsoft Office Word 2007 documents, Microsoft Office PowerPoint 2007 presentations, images, and so on to the records in your database. This article provides the background information and steps needed to configure a database to use attachments, and to attach and manage data.