Access 2016 Intermediate

Lesson 1 – Setting Field Properties

Access 2016

S ETTING D EFAULT V ALUES

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Discussion

When you set a default value for a field, that value automatically appears in the field for all new records. You can, however, modify the default field value as needed when entering a new record.

A default value can save you time when entering data. For example, if a table stores the names and addresses of clients and most of the clients have addresses in New York, you can set the default value of the State field to NY . If you then enter a new record for a client in Connecticut, or if a client moves out of New York, you can change the value in the State field just for that individual record. Setting a default value for an established table, however, does not modify existing records.

You can set a default value by entering the desired value or expression in the Default Value box. An expression consists of operators (i.e., =, +, -, *, /) and/or values.

If you create a default value for a Text field, the default text must be enclosed in quotation marks ( " " ); for example, "Net 30" . Values for Date fields must be enclosed in number signs ( # ); for example, #1/15/95# . If you do not enter the number signs, however, Access will automatically enter them.

NOTE You cannot set a default value for fields with AutoNumber or OLE object data types. You can also use the Expression Builder to create a default value.

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Procedures

1. Open the desired table in Design view. 2. Select the field for which you want to set a default value. 3. Select the General tab in the Field Properties pane. 4. Select the Default Value box. 5. Create the desired default property. 6. Press [Enter] .

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