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Access 2003: Creating a Lookup Field

Access 2003: Creating a Lookup Field

Although you’ve used the lookup wizard in the past to create custom drop-down lists users can choose from rather than typing in values, in this lesson, we’re going to look at using the same wizard to create a drop-down list that will populate a form based on the value that is chosen from the drop-down list.

For instance, you can create a drop-down list (combo box) that contains the names of employees. When you select a specific employee from the list, the rest of the form is automatically populated with that employee’s information.

Using the Lookup Wizard

     
  1. Open the form you want to add the lookup list field to in Design view
     
  2.  
  3. Choose the Combo Box control on the Toolbox
     
  4.  
  5. Click your form in the location you want the lookup field to be placed
     

Figure 65. Combo Box Wizard - Choose Value Source

 

   4.      Choose “Find a record on my form based on the value I selected in my combo box.

   5.      Click Next

 

Figure 66. Combo Box Wizard – Choose Fields

 

   6.      Move the fields you want to appear in your lookup list from the Available Fields column to the Selected Fields column

   7.      Click Next

 

Figure 67. Lookup Wizard - Choose Field Size

 

   8.      Resize the columns, if desired

   9.      Click Next

 

Figure 68. Combo Box Wizard – Create a Field Label

 

   10.  Enter a label for your combo box

   11.  Click Finish

   12.  Save the form

   13.  Switch to Form View

   14.  Test the new combo box