How to add description of a field in the form

[belfagor71]

Hi everyone,

I am new to Access but I worked with data and database before (but not with Access...). I am currenty trying to set up a database where multiple users will have to enter the data.

What I am struggling with is how to customize the form. :banghead:I would like to make the form as easy as possible so that other users can easily enter the data. For example, how can I add the Description of the field in the form? Suppose the FieldName is Country, the Data Type numeric and the description is "List countries the study was conducted in" how can I make sure this appears in the form?
I have used textbox under Form>Format but it does not seem to work: the textbox remains empty!

Any help?

Many thanks!

belfi

 

[pbaldy]

Most common is probably setting the ControlTip Text and/or Status Bar Text properties of the text box.

 

[CJ_London]

use a label rather than a textbox - and complete the caption property

When you created the control, a label linked to the text control would have automatically been created which shows the field name or the field caption if it has been specified in the table design. It sounds like you may have deleted them.

 

[GinaWhipp]

Does the Form have a Record Source? If so, have you assigned your Text Field a Control Source? Ultimately, you could create a Combo Box with values and that more information in the Status Bar.

And, since you are new to Access, some suggested reading...

Jeff Conrad's resources page...
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page...
http://www.mvps.org/access/resources/index.html

A free tutorial written by Crystal (MS Access MVP)...
http://allenbrowne.com/casu-22.html

MVP Allen Browne's tutorials...
http://allenbrowne.com/links.html#Tutorials

UtterAccess Newcomer's Reading List
http://www.utteraccess.com/forum/Newcomer-s-Reading-List-t1998783.html

Sample data models...
http://www.databasedev.co.uk/table-of-contents.html
http://www.databaseanswers.org/data_models/

Naming Conventions…
http://www.access-diva.com/d1.html

Other helpful tips…

Setting up a Model Database
http://www.access-diva.com/d11.html

My Database Standards...
http://regina-whipp.com/blog/?p=102

 

[belfagor71]

use a label rather than a textbox - and complete the caption property

Thanks, I have done it and it worked great!

I was not able to understand most of the other replies though....

When you created the control, a label linked to the text control would have automatically been created which shows the field name or the field caption if it has been specified in the table design. It sounds like you may have deleted them.

What do you mean by creating a control? I guess I would need a label being automatically created but I guess this has not been specified in the table design. How can I do that? Because as of now I am basically creating labels with the description for almost each field, but I am not being that efficient as I should be able to automatically have the description imported in the labels. Otherwise what is the point of writing the description?

How can I make sure that this is specified in the table?

Many thanks for the support!

belfi

 

[vbaInet]

I'm curious, when you draw a textbox on your form, doesn't it already come with a label? You would use this display a descriptive name of the textbox it's linked to but if you want to give more context you would use the way pbaldy explained, i.e. using the ControlTip Text property of the textbox. This is consistent with most applications you see today.

 

[CJ_London]

What do you mean by creating a control?

if you are in form design you create a control in one of two ways.

1. by dragging one of the control types onto the form. Control types are found under the design tab. This creates an 'unbound' control which does not have a controlsource specified.

2. by dragging a field from the field list onto the form - click on 'add existing fields' to display the field list. This creates a 'bound' control which has a controlsource of the field you selected

if it has been specified in the table design

See this image of the field properties in table design - if you complete the caption, this is what will appear in the associated label, otherwise the field name will appear - either way, an associated label will be created

 

[belfagor71]

I'm curious, when you draw a textbox on your form, doesn't it already come with a label?

No, it does not

 

[belfagor71]

Ok, I tried to add a caption in one random variable. When I then go to Label, a textbox come up but it does not pick up at all what I wrote in the caption for that specific variable/field.

Also, my survey has more or less 80 fields. If I am in Form >View> Design View, it is ok, but if I am in Form View or Layout, the las fields are sort of squeezed onto each other

I assume there is a way to sort this out. Am I right, am not I?....

 

[CJ_London]

No, it does not

It should do - how are you actually creating your form?

Ok, I tried to add a caption in one random variable. When I then go to Label, a textbox come up but it does not pick up at all what I wrote in the caption for that specific variable/field

same question plus by 'random variable' do you mean a table field?

What version of Access are you using and what type of db? 'normal' or 'web'?

 

[belfagor71]

It should do - how are you actually creating your form?

Create> Form It automatically gives me a form

same question plus by 'random variable' do you mean a table field?

Yes, sorry,I meant any table field

What version of Access are you using and what type of db? 'normal' or 'web'?

Access 2007

 

[CJ_London]

Create> Form It automatically gives me a form

Presumably you have highlighted a table or query first to base the form on?

When you create a form as above then you are not actually in design view, you are in layout view.


Sounds like you need to learn about form design.

This link may help
http://office.microsoft.com/en-gb/access-help/create-forms-for-a-new-database-RZ101773001.aspx

 

[belfagor71]

Presumably you have highlighted a table or query first to base the form on?

Well, first I created the fields in Date view, then I saved it and then I went Create>Form.

This link may help

Thanks, that was good, I watched it and I did learn some new tips. However I still strugle with some of the things I need to do...

For example, I entered in the Data view all the fields that I need but in the form there seems to be a limit to the number of fields I can add. Is there a way around it? What should I do? shall I ask this in another thread?

 

[CJ_London]

There is a limit to the number of controls you can have on a form - can't remember the exact number but is is around 700. Remember a control is a single object, so a textbox and label is 2 controls.

In addition, if you delete a control, this still takes up one of the number.

Suggest you start a new thread since this is a different question to the thread title.

I do recommend you learn the correct terminology, it will make your questions much easier to understand.

 

[belfagor71]

I do recommend you learn the correct terminology, it will make your questions much easier to understand.

...Thanks, thats precisely my aim. But I guess that the fact that I still dont have the proper terminology is because I am learning...and there is no way to learn the proper terminology if not by attempting to describe something with words.
Basically if I knew the appropriate terminology probably I would not be learning

Thanks for all the support

 

[CJ_London]

There a plenty of tutorials about like this one

http://www.lynda.com/Access-trainin...ess tutorial&gclid=CPDEicjXtb8CFSoOwwodHjAA3g

just google 'ms access tutorials'