Microsoft Access 1D: Lookup Lists and Images

Creating a Lookup List:

• Lookup lists are used to select data from a drop down list instead of typing it in directly.

Example: most students attending a school will live in the same city (except maybe a few that live outside the boundaries that travel to the school daily)...however in the case of an on-line school, students live in various cities.

It makes sense to give the "user" a drop list of various cities to choose from when entering a new student, instead of having to key the name of the city each time.

Advantages of lookup lists (drop-lists):

• avoids spelling mistakes, and
• it is quicker to select a name instead of keying it in each time.

The figure below demonstrates how a lookup list is created by selecting Lookup Wizard instead of "text" for the data type of the field.

Figure 1.4.1

Images on Forms:

• Notice there is a logo and a photo of a student on the form in Figure 1.4.2 below.
• The logo (two students holding diplomas) appears on the form for every student record.
• The logo you placed on the form was simply pasted into the design view of the form.

Images in Records:

• The picture of the student changes each time you select a different student record so there is a different procedure to insert the student's picture into the students record than that used to get the logo.

• School photographers supply the database administrator with a CD of all the photos taken of students. The database administrator will then insert them into the school software so that database users (office staff, administrators and teachers) can simply select a student and view the image.

Figure 1.4.2

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