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Entering Data for New Records

When I start to type the data for a new record, I would like a dropdown box to
open next to it from which I can choose the data from a previously entered
record that starts with the same letter. This is the way my previous database,
Approach, worked. I have tried using the form design toolbox wizard for this
but have had no success. I perused the Help menus and found some deficient
instructions on List, Combo and Dropdown. The dropdown icon is not in the
toolbox, as the Help says it should be. Please give me step by step
instructions, using the wizard if possible -- I realize some of you go right to
Basic and enter your instructions there, but I would prefer to employ the
user-friendly route. Thanks.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com
Nov 13 '05 #1
12 2066
Create your combo box and set the current reocrd souce to be the same record
source of your current form. Also, make sure that you select Unique Values
from the properties on the rowsource. Also, use yourcomboboxname.requery on
the OnEnter event of the combo box. This will refreshed the list when you
click on the box.

HTH
Paul
"Nhmiller" <nh******@aol.comnojunk> wrote in message
news:20***************************@mb-m14.aol.com...
When I start to type the data for a new record, I would like a dropdown
box to
open next to it from which I can choose the data from a previously entered
record that starts with the same letter. This is the way my previous
database,
Approach, worked. I have tried using the form design toolbox wizard for
this
but have had no success. I perused the Help menus and found some deficient
instructions on List, Combo and Dropdown. The dropdown icon is not in the
toolbox, as the Help says it should be. Please give me step by step
instructions, using the wizard if possible -- I realize some of you go
right to
Basic and enter your instructions there, but I would prefer to employ the
user-friendly route. Thanks.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com

Nov 13 '05 #2
I've been trying to find a book/manual that explains how to use Access beyond
the most elementary level. Or is there a website that has the answers? What do
you use? The posts I've made here are for operations that should be in the Help
menus, but are not. I'm realizing that Access works by right clicking in
Design, choose Properties, then knowing what to do or select to get the Object
to display what I want. But it is rarely obvious what to do or select.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com
Nov 13 '05 #3
I use Sybex "Access 97 Developer's Handbook. Its quite good. It gets very
technical, but has introductions to concepts that you can follow.

Look up in the help on creating a combo box and then just change the record
source. Its quite simple. There are lots of websites. Just do a google
seach and type Access 97 Tutorial or something like that, you should find
lots. Also, Access comes with the "Building Applications With Microsoft
Access 97" manual. It has some good example too.

Good luck,
Paul

"Nhmiller" <nh******@aol.comnojunk> wrote in message
news:20***************************@mb-m25.aol.com...
I've been trying to find a book/manual that explains how to use Access
beyond
the most elementary level. Or is there a website that has the answers?
What do
you use? The posts I've made here are for operations that should be in the
Help
menus, but are not. I'm realizing that Access works by right clicking in
Design, choose Properties, then knowing what to do or select to get the
Object
to display what I want. But it is rarely obvious what to do or select.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com

Nov 13 '05 #4
>Create your combo box and set the current reocrd souce to be the same record
source of your current form. Also, make sure that you select Unique Values
from the properties on the rowsource. Also, use yourcomboboxname.requery on
the OnEnter event of the combo box. This will refreshed the list when you
click on the box.


I opened the form that I use to enter data, in design. In the toolbox I clicked
on the Wizard icon. I clicked on the combo box icon. I then went through the
wizard and selected the first field, which is Category, to create its combo
box. For everything else I stayed with the choice already checked. In the end I
had a combo box which has the individual entry for every one of the 600 items
in my database for Category, even though there are only about 5 categories. But
this combo box does not do what I want. I want the field (Category) itself to
have a list that automatically shows when I type the first letter (like J for
Jazz or P for Popular), to give me a choice to select from. Then I can select
that Field to show up in a report. I cannot select a combo box to show up in a
report -- combo boxes are not on the field list.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com
Nov 13 '05 #5
>Create your combo box and set the current reocrd souce to be the same record
source of your current form. Also, make sure that you select Unique Values
from the properties on the rowsource. Also, use yourcomboboxname.requery on
the OnEnter event of the combo box. This will refreshed the list when you
click on the box.


Your directions do not coincide with what appears when I right-click on the
combo box listing (not the label) in forms-design, then click on properties and
proceed from there. For instance, Unique Values is not a choice in row source
-- there is Table Query, Value List and Field List. And there is only one
choice for On Enter, and that is [Event Procedure]. I have Access XP. If you
can give me detailed step by step instructions, I'll try again. Thanks.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com
Nov 13 '05 #6
I know combo boxes are not on the field list. That is because you created
the control on the form (which is fine), however, you are binding the
control to a field in a table..are you not? The field that shows up on your
report is the field that you are binding this control to.

The Unique Properties of this contol are found when you use the "Builder" to
the right of the record source. Just go there and double-click the grey
area above the GBE and you will see the properties...just select Unique
Values...NOT UNIQUE RECORDS!!!

HTH
Paul
"Nhmiller" <nh******@aol.comnojunk> wrote in message
news:20***************************@mb-m29.aol.com...
Create your combo box and set the current reocrd souce to be the same
record
source of your current form. Also, make sure that you select Unique
Values
from the properties on the rowsource. Also, use yourcomboboxname.requery
on
the OnEnter event of the combo box. This will refreshed the list when you
click on the box.


I opened the form that I use to enter data, in design. In the toolbox I
clicked
on the Wizard icon. I clicked on the combo box icon. I then went through
the
wizard and selected the first field, which is Category, to create its
combo
box. For everything else I stayed with the choice already checked. In the
end I
had a combo box which has the individual entry for every one of the 600
items
in my database for Category, even though there are only about 5
categories. But
this combo box does not do what I want. I want the field (Category) itself
to
have a list that automatically shows when I type the first letter (like J
for
Jazz or P for Popular), to give me a choice to select from. Then I can
select
that Field to show up in a report. I cannot select a combo box to show up
in a
report -- combo boxes are not on the field list.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com

Nov 13 '05 #7
>I know combo boxes are not on the field list. That is because you created
the control on the form (which is fine), however, you are binding the
control to a field in a table..are you not? The field that shows up on your
report is the field that you are binding this control to.

The Unique Properties of this contol are found when you use the "Builder" to
the right of the record source. Just go there and double-click the grey
area above the GBE and you will see the properties...just select Unique
Values...NOT UNIQUE RECORDS!!!


I found I could change the entry area that follows the label to a combo box by
using the Change To command that appears in the list after right clicking on
the entry area of the form in design. That instruction is in the Access 2002
tutorial I just downloaded from Microsoft. (I have Access XP; I think Access
2002 is the same.) Can you now tell me what to do to get the unique list there.
I know you believe you already have, but the choices you give do not appear. If
I right click on the entry area of the form in design, and click on Properties,
the Data - Row Source Type does me the choice of Value List, as the tutorial
says it should. That's as far as I can get. The row source gives me the title
of my data base, and the titles of my two queries. By the "Builder," do you
mean the arrow or the 3 dots? What is GBE? Bear with me. This has been
unbelievably frustrating because the Help menus are so poor, and I have to
piece this together from many different sources. I can only hope I eventually
find a book that covers everything properly for Office XP -- I have requested
several from the library here -- two sound like they should be complete based
on their Amazon.com reviews. Thanks.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com
Nov 13 '05 #8
Hi Neil,

It seems that you are really having a tough time. It might be in your best
interest to take a 1 day training course. It would really be beneficial and
get you fast-tracked to where you need to be. You will spend countless
hours scouring over books trying to find something that may help you.
Another option, (what other people in this group have done) is send the
database to me and I will do it for you. There is a minor fee involved,
however, you get what you want and can see how its done. i usually do a
couple of examples so you can learn new techniques. What you are doing is
quite basic. I use this technique quite often.

Contact me at pz****@rogers.com if you want to proceed.

Paul
"Nhmiller" <nh******@aol.comnojunk> wrote in message
news:20***************************@mb-m04.aol.com...
I know combo boxes are not on the field list. That is because you
created
the control on the form (which is fine), however, you are binding the
control to a field in a table..are you not? The field that shows up on
your
report is the field that you are binding this control to.

The Unique Properties of this contol are found when you use the "Builder"
to
the right of the record source. Just go there and double-click the grey
area above the GBE and you will see the properties...just select Unique
Values...NOT UNIQUE RECORDS!!!


I found I could change the entry area that follows the label to a combo
box by
using the Change To command that appears in the list after right clicking
on
the entry area of the form in design. That instruction is in the Access
2002
tutorial I just downloaded from Microsoft. (I have Access XP; I think
Access
2002 is the same.) Can you now tell me what to do to get the unique list
there.
I know you believe you already have, but the choices you give do not
appear. If
I right click on the entry area of the form in design, and click on
Properties,
the Data - Row Source Type does me the choice of Value List, as the
tutorial
says it should. That's as far as I can get. The row source gives me the
title
of my data base, and the titles of my two queries. By the "Builder," do
you
mean the arrow or the 3 dots? What is GBE? Bear with me. This has been
unbelievably frustrating because the Help menus are so poor, and I have to
piece this together from many different sources. I can only hope I
eventually
find a book that covers everything properly for Office XP -- I have
requested
several from the library here -- two sound like they should be complete
based
on their Amazon.com reviews. Thanks.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com

Nov 13 '05 #9
>The Unique Properties of this contol are found when you use the "Builder"
to
the right of the record source. Just go there and double-click the grey
area above the GBE and you will see the properties...just select Unique


Is the "Builder" the triangle? What is GBE? Thanks.
Also, thanks for your offer to do the operation for me, but I just need the
proper directions. Something's missing from the directions you gave me, because
I am following them, but the choices you say are supposed to be there are not.
Let's not close off this thread. I hope if you'll answer the above questions,
I'll find what I'm looking for.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com
Nov 13 '05 #10
Ok Neil, last try:

1. Create a combo box
2. Open its properties
3. Set Rowsource type: Table/Query
4. Click the Rowsource line, then press the ... (three dots)
5. Insert the Table or Query you use as the source of your form where this
combo box exists
6. Insert the field that you want to be the source of your combo box (sort
it if you want)
7. Double-click the grey area next to your table above the QBE (query by
example) Grid.
8. Choose UNIQUE VALUES = YES
9. Close the builder (dont click the save icon or save the builder..just
close it)
10. Set your column width to 2" and row width to 2"
11. Set Limit to List = YES
12. Click the events tab. On the OnEnter event...click the ... (3 dots) and
choose code builder
12. enter the code: [whateveryourcomboboxnameis].requery

It should work now.

I really hope this helps!!!!!!!!!!!!!
let me know

Paul
====================================

"Nhmiller" <nh******@aol.comnojunk> wrote in message
news:20***************************@mb-m13.aol.com...
The Unique Properties of this contol are found when you use the "Builder"
to
the right of the record source. Just go there and double-click the grey
area above the GBE and you will see the properties...just select Unique


Is the "Builder" the triangle? What is GBE? Thanks.
Also, thanks for your offer to do the operation for me, but I just need
the
proper directions. Something's missing from the directions you gave me,
because
I am following them, but the choices you say are supposed to be there are
not.
Let's not close off this thread. I hope if you'll answer the above
questions,
I'll find what I'm looking for.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com

Nov 13 '05 #11
>1. Create a combo box
2. Open its properties
3. Set Rowsource type: Table/Query
4. Click the Rowsource line, then press the ... (three dots)
5. Insert the Table or Query you use as the source of your form where this
combo box exists
6. Insert the field that you want to be the source of your combo box (sort
it if you want)
7. Double-click the grey area next to your table above the QBE (query by
example) Grid.
8. Choose UNIQUE VALUES = YES
9. Close the builder (dont click the save icon or save the builder..just
close it)
10. Set your column width to 2" and row width to 2"
11. Set Limit to List = YES
12. Click the events tab. On the OnEnter event...click the ... (3 dots) and
choose code builder
12. enter the code: [whateveryourcomboboxnameis].requery


Yes, it worked!

Limit To List should be set to No if I want to add new values. If it is set to
Yes, then the requery statement is not necessary, as Limit To List Yes will not
allow new values.

I assume I must use this procedure for each combo box -- that I cannot select
them all and set the various items universally -- correct me if I'm wrong. I
imagine there are SQL statements that can do this. Since I finally know now how
to get to the Unique Value settings, I should be able to get databases to work
with what I consider standard time saving features. Radio buttons are next (is
that what Access calls them?). I'll post if there are further difficulties!! --
(I bet you can't wait.)

Paul, you are aware obviously, that Access (and I suspect all of Office) is
very strange software. It is NOT user-friendly, but relies on a technical
approach, which is good for flexibility. But, I don't understand why Microsoft
doesn't also build in commands to do the typical things like this
automatically. For instance, duplicating a record is a handy button to have,
but there is none (I know what you're going to say -- make a macro and assign a
shortcut).

It's as though the software engineers made the applications so complex and
feature laden that when the documentation had to be done, there was no way to
cover every situation a user may want to do, so only general technical help
instructions are given. Instructions for common situations, like the combo box,
do not exist, because the number of permutations of what someone could do with
it are huge. OK, it works anyway without setting Unique Values to Yes -- maybe
only a perfectionist like me wants a proper list.

Correct me if I'm wrong, but the instructions you gave me are not in the Help
menus. If I enter Unique Values in the Help window, there is a general
statement about it, but, for instance, no instruction about double clicking the
huge gray area to get to the properties -- how would anyone know to do that?!!

I did find instructions for requery, but there is no way I would have known to
look for that if I had not already learned it from you.

I can only hope that the books I will be perusing will have the instructions I
need in the future. I am curious as to how you learned the instructions you
gave me -- for example, point me to any documentation that mentions the double
clicking to get to the properties.

Thanks for your help.

Neil
Cat Paintings At Carol Wilson Gallery
http://www.carolwilsongallery.com
Nov 13 '05 #12
> Limit To List should be set to No if I want to add new values. If it is
set to
Yes, then the requery statement is not necessary, as Limit To List Yes
will not
allow new values.
Sorry about that one...yes, you are correct. (just and oversight).
I assume I must use this procedure for each combo box -- that I cannot
select
them all and set the various items universally -- correct me if I'm wrong.
I
imagine there are SQL statements that can do this. Since I finally know
now how
to get to the Unique Value settings, I should be able to get databases to
work
with what I consider standard time saving features. Radio buttons are next
(is
that what Access calls them?). I'll post if there are further
difficulties!! --
(I bet you can't wait.)
You can select multiple fields and apply properties all at one time. If you
select multiple fields and open the Properties window you will seee the
words Multiple Selected at the top of the window. Only common properties
between the selected fields will be available...use your shift key to select
multiple.
Paul, you are aware obviously, that Access (and I suspect all of Office)
is
very strange software. It is NOT user-friendly, but relies on a technical
approach, which is good for flexibility. But, I don't understand why
Microsoft
doesn't also build in commands to do the typical things like this
automatically. For instance, duplicating a record is a handy button to
have,
but there is none (I know what you're going to say -- make a macro and
assign a
shortcut).
There is one...just click the Command Button icon on the Toolbox and pick
the Records Category and choose Duplicate Record from the right side.
It's as though the software engineers made the applications so complex and
feature laden that when the documentation had to be done, there was no way
to
cover every situation a user may want to do, so only general technical
help
instructions are given. Instructions for common situations, like the combo
box,
do not exist, because the number of permutations of what someone could do
with
it are huge. OK, it works anyway without setting Unique Values to Yes --
maybe
only a perfectionist like me wants a proper list.

Correct me if I'm wrong, but the instructions you gave me are not in the
Help
menus. If I enter Unique Values in the Help window, there is a general
statement about it, but, for instance, no instruction about double
clicking the
huge gray area to get to the properties -- how would anyone know to do
that?!!
The "Grey" area is above the QBE. It is all documented under the Query
Properties Help or QBE Help. Here is the thing...If you are unfamilliar
with these things you should really pick up and basic intro book to using
Access or take an introduction Access course. This kind of stuff should be
basic knowledge...thats the problem if you dive right in without educating
yourself on the basics of the application. I have instructed heavy users of
Excel, who know how to do what they need to do, but have no idea of what the
program is capable of, because they never took the time to learn the basics.
You need a good foundation for any program.
I did find instructions for requery, but there is no way I would have
known to
look for that if I had not already learned it from you.
Thats why you should purchase at least 1 intro books! I own 5 intro books
and 3 advanced books just for access alone.
I can only hope that the books I will be perusing will have the
instructions I
need in the future. I am curious as to how you learned the instructions
you
gave me -- for example, point me to any documentation that mentions the
double
clicking to get to the properties.
Read books, newsgroup posts (here and google), look at examples of other
sample databases and reverse engineer them...I am completely self-taught,
but it has taken a while. I also taught for a training company..and picked
up a few things there from the materials I was using, plus the questions my
students had.

Thanks for your help.


Welcome.
Nov 13 '05 #13

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