Thread: I need some help with Microsoft Access 2003

I am working with an Access database soemone else set up, and I am stuck with. I have 2 issues...The 1st is there are fields with list blocks (drop down list of data) in some of the fields. How can I edit those? The next question; is there a way to auto populate a field with pre-determined data based on entries in another field? Any help with this would be greatly appreciated.

djmech,

I assume you are referring to the database tables.
In that case you can do this:
1. Open the table in "Design View"
2. Click on corresponding field
3. On the second half of the "Design View" Screen, you will find 2 tabs, one is "General" properties tab and the second tab "Lookup"
4. Click on "Lookup" tab, you will see "Display Control" -> "Combo Box"
5. Check "Row Source Type" and "Row Source" - You will be able to make the changes.

To auto populate a field with pre-determined data based on entries in another field.
You follow same steps outlined above then on "Row Source Type" you select "Table/Query"

For "Row Source" Property, click "..." button (towards right side end) Query Builder Window pops up
You select the table and then select the field from which you need to populate the data
Close Query Builder
Close Table

When you reopen the table, you will see the field populated with data you had defined in query builder.

Check and let me know if you need any further clarification.

Regards,
Lokesh M.

Lokesh,

The 1st part worked great. Thank you. I don't think I explained exactly what I'm trying to do in the second issue. I have a list of mechanics and the training courses they have taken. I want to populate 3 other fields based on the courses. ie. If the mechanic takes a HAZCOM class (this is represented in a field) I want one field to populate with ReCurrent, one to populate with the interval in months (12) and one to populate with required, and then if a mechanic takes a Run class the fields will populate with "initial", 24 and elective respectivly. It is like an "and/or" gate type of issue. Hopefully this makes better sense.

djmech,

You may not be able to directly do this on Table alone.
You will need to make use of MS Access Form with a bit of VB coding, making use of Events in order to populate the form fields.
Something like:

Code:

Private Sub Combo_AfterUpdate()
    Select Case [Forms]!Mechanics.Class
        Case "HAZCOM"
            [Forms]!Mechanics.Field1 = "ReCurrent"
            [Forms]!Mechanics.Field2 = "12"
            [Forms]!Mechanics.Field3 = "Required"
        Case "Run"
            [Forms]!Mechanics.Field1 = "Initial"
            [Forms]!Mechanics.Field2 = "24"
            [Forms]!Mechanics.Field3 = "Elective"
    End Select
End Sub