【 Create Search List Fields in Access 】 Guide ▷ 2022

It is a tool that greatly optimizes administrative tasks. The processes to locate specific information can take a long time. However, at create a lookup list field in a , you manage to simplify the task. If you want to know how to do it, continue reading this step by step guide.

With the help of a search field you can more easily display a given value, which is linked to other values ​​belonging to the informative tables. Apart from that, there are many other tasks that you can perform.

For this reason, it is convenient learn about the types of search fields and how they work. In addition, we will explain in depth what they are and what their functionality is.

What are lookup list fields and what are they for in an Access database?

When dealing with the Microsoft Access tool, it is essential to check each of its functions. For example, to make the data entry process more efficient, it is necessary to take into account what are search list fields and what are they for in Access. First of all, we must define what a search field is. It’s about a space that exposes a list of values. The user fulfills the function of choosing the value that he wishes to enter.

The goal behind a search field is make the data entry process much faster and precise. Creating search fields prevents errors and the presence of duplicate data. If the data entered is found in a data table, the system captures it immediately. Search fields can be presented in two ways: simple or complex. the simple ones are those that allow the user to store a single value.

Secondly, complex fields they can contain multiple values, which can be displayed from a combo box, or through a list box control. Each entry made in a complex lookup field involves looking up a value to display. East must be related to another corresponding value. In datasheets, access to a lookup field is referred to as as “Search Column”. It should be noted that there are two types.

Lookup lists and value lists:

• Search list: They are the fields that are based on a search list, which obtains the data from a table or query that is stored in the database. They are characterized by having relational tables. In the event that the source values ​​change, the updated data becomes available.
• Lookup Value List: They are the fields based on a list of lookup values. In this case, the fields get the data from a list written by the same user when creating the search field. It is recommended to use this model when the values ​​are limited and do not require frequent modifications.

Learn step by step how to create lookup list fields in Access

the option of create lookup list fields in access to look up values ​​in a data table is an excellent method for improving efficiency and accuracy when entering new information into the database.

If you want to know more, keep reading this step-by-step on how to use the search wizard in Access and thus be able to generate a new field:

• Open the Microsoft Access application. Then go to “navigation pane”. You must right click on the data table with which you are going to work. Then select the “Design View”.
• Click on the cell belonging to the column “Type of data”. This column will work to define the search field. Then click on the arrow “down” and click on a data type. Finally, select the “Search Assistant”.
• If Search Wizard doesn’t startor a notification appears on the screen “Unable to start wizard”you must choose another data type for the search field.
• When the wizard has startedclick on “I will write the values ​​you want”. Then press “Following”.
• The following window appears on the screen of the assistant. In that section you must enter the number of columns to appear in the search list. Similarly, you can adjust the column width of the field, but you must ensure that it remains visible.
• Enter the values that should appear in the search list. Next, click on “Following”.
• you have the option of edit list of values directly, in the source text box, which is located in the row of the properties of the search field.
• In the case of having specified more than one column at the beginning, you must choose which of the columns will be used to uniquely identify the values. go to the box “Available fields” and double click on the column that will uniquely identify each value. Then press “Following”.
• In the case of having specified a single column at the beginningthe previous step does not appear on the screen.
• In the next window of the wizard, you must enter a tag namewhich fulfills the function of identifying the search field.
• If you want to create a lookup column that includes multiple values, it is necessary to activate the check box. You can get it under the label “Allow multiple values.” It is the only option in which the tool can store multiple values.
• After having followed all the steps to the letter, when you finish, you just have to click on “To finalize” in the search wizard window. Next, for all the changes to take place, it is necessary to click on “Yes” in the window of “Save”.

Finally, keep in mind that using multiple values ​​when creating a lookup list field is recommended under the following conditions:

• If the user owns a list of values that offers several alternatives to input information.
• the current database has frequent access to a website SharePoint.
• The database is currently linked to a portal of SharePoint.