Takeaways
This video explains how to use field validation in Microsoft Access to control data entry, ensuring that certain information is input or excluded. It provides an example of setting a validation rule on an "order date" field to accept only dates that are in the past or today, demonstrating how to implement this rule in the design view. The video shows how this rule prevents entering future dates and explains how to handle existing data and utilize the Expression Builder to create validation rules using comparison operators.
Microsoft Access Field Validation Study Guide
Quiz
What is the primary purpose of using field validation in Microsoft Access?
In which Access view do you set validation rules for a field?
What happens if you apply a validation rule to a table that already contains data that violates the rule?
What comparison operator is used in the example to restrict future dates?
Where do you input the specific text you want the user to see when a validation rule is violated?
What is the default behavior of the order date field shown in the example?
Can you use the Expression Builder to create validation rules?
What kind of operators are mentioned as being useful for validation rules?
What is the purpose of the little build button (...) next to the Validation Rule field property?
If a date in the past is entered into the order date field with the specified validation rule, will Access accept it?
Answer Key
The primary purpose is to control how data is entered into the database, ensuring certain information is included or excluded from a field.
You set validation rules in the Design View of the table.
Access will warn you that existing data may not be valid and ask if you want to check the existing data against the new rule.
The comparison operator used is "less than or equals to."
The specific text for a validation rule violation is typically entered in the "Validation Text" field property, although this was not explicitly shown in the excerpt.
The default behavior of the order date field is to show the current date and time.
Yes, you can use the Expression Builder to help create validation rules.
Comparison operators like greater than, less than, equals to, and does not equal are mentioned.
The build button brings up the Expression Builder, which can assist in typing the validation rule.
Yes, Access will accept a date in the past with the specified validation rule.
Glossary of Key Terms
Field Validation: A feature in Microsoft Access that allows you to control how data is entered into a specific field by setting rules.
Design View: The view in Microsoft Access where you define the structure of your tables, including field names, data types, and properties like validation rules.
Data Sheet View: The view in Microsoft Access where you enter, edit, and view the data stored in your tables.
Validation Rule: An expression or condition that specifies the criteria for valid data entry in a field.
Validation Text: The message that is displayed to the user when they attempt to enter data that violates the validation rule.
Comparison Operators: Symbols used in expressions to compare values, such as less than (<), greater than (>), equals (=), and does not equal (<>).
Expression Builder: A tool in Microsoft Access that helps you create expressions, including those used for validation rules, by providing access to constants, operators, and functions.
Constants: Fixed values used in expressions, such as True or False.
Default Value: A value that is automatically entered into a field when a new record is created.
