05 access howtolookupselect
- 1. MS Access How To: Look up and select values Unit 18 Database Design Extended Diploma in ICT
- 2. Link tables • A link table will have foreign keys • To create a record you want to select a value from another table and put the key value in the link table • You do this using list boxes
- 3. Example • You want to select a customer, then a costume and put the key values for those selections into the rental table
- 4. Create a form • Make a form for the link table • Add the foreign key IDs
- 5. Add a list box • Click on the List Box control and drag out a list box • The List Box Wizard starts List box control
- 6. List box wizard • Choose the list box to look up the values in a table or query
- 7. List box wizard • Select the table you will look up
- 8. List box wizard • Choose the fields that will appear in the list box • Pick the primary key first
- 9. List box wizard • Choose any sorting that you want
- 10. List box wizard • You are shown a preview
- 11. • You now choose to save the primary key value from the list box in the foreign key field on the form
- 12. List box wizard • Type a label for the list box
- 13. List box wizard • The wizard closes and the list box allows you to select a customer and put the ID in the correct field
- 14. Adding a subform to show more detail • There are more customer details you may want to show, such as the address. • You can use a subform for this • Click on the subform control and draw out a subform Subform control
- 15. Subform • The subform wizard opens • Choose to use an existing table or query
- 16. Subform • Select the right table and the fields you want to show • You must include the key
- 17. Subform • Choose from the list and the subform will show the values from the table associated with the primary key in the link table
- 18. Subform • Give the subform a sensible name
- 19. Subform • The subfom is created (and looks awful)
- 20. Subform appearance • We need to improve its appearance
- 21. Subform property sheet • Set • Default view to Single Form • Record selectors to No • Navigation buttons to No • Scroll bars to Neither • Delete the label
- 23. Subform update • The subform updates when you use the record selectors, but not when you use the list box • Fix this using some VBA (Visual Basic for Applications)
- 24. Subform update • Select the list box • Then click on the three dots in the After Update property List box selected Three dots
- 25. VBA • A dialogue box opens and you choose Code Builder
- 26. VBA • The VBA code window opens Space for your code Form this event applies to Event this code applies to
- 27. VBA • We want the subform to update after we have clicked to select a customer. Refresh the main formRequery the sub form
- 28. End result • The data will now match the selection in the list box