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In this video tutorial, discover how you can add fields and edit data types in an Access 2013 table.

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Hello again and welcome back to our course on Access 2013. In the previous section we created the first draft of a movies database and we created the movie table, put some data in it, and I left you with an exercise to do to create an actor table and put at least three actors in it. I’ve got a copy of my answer to that in front of me here. My answer was example-02 in the files that you get with the course. This is a copy of that. There are the two tables. I want to look at the actor table first. So if I want to look at the data, I just double click and it opens the table in Datasheet View.

Now as we can see, I’ve got three actors in here, fairly well known, although perhaps if you’re a young person you may not have heard of any of them. I don’t know. And these three actors I’ve got very basic information: first name, last name, year of birth. Now I want to add some more information about each of these so what I need to do is to add some fields to this table, and the first field that I want to add is each actor’s gender. Now I can do that either by using the space on the right here. So for instance, if I thought, well let’s just put M and F in for Male and Female. So Humphrey Bogart is M, Ingrid Bergman is F, John Wayne is M and automatically Access 2013 gives me a new field called Field 1 and then allows for another inserted field on the right here.

So it’s very dynamic in terms of letting you add fields when you realize you need more information. Having added that data though, if I go back into Design View, so click on Design View. I can see that it’s added my field. Now I don’t want it to be Field 1. I want to change the name to Gender, and the type I also want to change because I don’t want it to be short text. I only want there to be two possibilities here. I either want the gender to be M or F. So in the drop down at short text, if I click on that, I want to change from short text to lookup. Now the idea of lookup is that I can look up potential values from a limited list of the possibilities and in this case the limited list is just M or F. So let’s look at the Lookup Wizard.

So the first screen says: The Wizard creates a lookup field which displays a list of values you can choose from. How do you want your lookup field to get its values? You get a choice. I want the lookup field to get the values from another table or query or I will type in the values that I want.

Now I’m going to type in the potential values. So I’m going to choose the second option and click on Next. What values do you want to see in your lookup field? Now if there is more than one piece of information to choose from in the sense that you need to show somebody say a number and an explanation you’d have more than one column. But for this we only need one column and the possible values, well the first value is going to be M and the second value, potential value, is going to be F, and they’re the only two values that people can choose from. So click on Next. What label would you like? Well, the label of Gender would be fine.

And then under that there’s a very important checkbox, Limit to list. Do you want to limit entries to the choices? Sometimes when you give people a choice of what to put in a field you say to them you could have this or this or this and in fact you could also type in your own choice if you wanted to. So you’re helping them by offering them a choice but you’re not limiting them to those choices that you’ve given them. Now in this case there are only two possible choices, an actor is M or F. So in this case we’re going to check Limit to list.

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