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Data Types in Access

The document discusses different data types that can be used in Microsoft Access. The main data types covered are text, memo, number, date/time, currency, autoNumber, yes/no, and hyperlink. Text can store up to 255 characters and is commonly used for names and identifiers. Memo is for long text exceeding 255 characters, like descriptions. Number stores numeric data and has sub-types for integers, decimals, etc. Date/Time captures dates and times. Currency handles monetary values. AutoNumber automatically generates a unique ID for each record. Yes/No represents true/false values. Hyperlink stores web addresses.

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USHA PERUMAL
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82 views

Data Types in Access

The document discusses different data types that can be used in Microsoft Access. The main data types covered are text, memo, number, date/time, currency, autoNumber, yes/no, and hyperlink. Text can store up to 255 characters and is commonly used for names and identifiers. Memo is for long text exceeding 255 characters, like descriptions. Number stores numeric data and has sub-types for integers, decimals, etc. Date/Time captures dates and times. Currency handles monetary values. AutoNumber automatically generates a unique ID for each record. Yes/No represents true/false values. Hyperlink stores web addresses.

Uploaded by

USHA PERUMAL
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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IT (9626)

Theory Notes
 
 

DATA TYPES IN ACCESS 
 

Text: 
Any combination of letters, numbers, spaces, and characters is text. This is by far the most 
common data type. Although text can be a number, it should not be a number used in a 
calculation. Examples of common uses of the Text data type are customer names, customer 
numbers (using customer numbers in calculations would have no meaning), and addresses. The 
maximum number of characters allowed in a Text field is 255 characters. 
 
Memo: 
If you need to store text data that exceeds the 255‐character limit of the Text field, the Memo 
field should be used. Long descriptions or notes about the record can be stored in fields of this 
type. 
 
Number: 
This type is for all numerical data that will be used in calculations, except currency (which has its 
own data type). Actually, Number is several data types under one heading. When you select 
Number as a data type in the Design view of the table, you go to the Field Size field at the top of 
the General tab. When you select the drop‐down arrow, you get the following options: Byte, 
Integer, Long Integer, Single, Double, Replication ID, and Decimal. Probably the most commonly 
used field sizes of the Number data type are Long Integer and Double. Long Integer should be 
selected if the numbers are whole numbers that do not have any non‐zeros to the right of the 
decimal point. Double should be selected if decimal numbers need to be stored in that field. 
 
Date/Time: 
Another data type often used in calculations is Date/Time. To record the time that certain 
events occur is among the more important uses of this data type. Recording dates and times 
enables you to compare data by time durations, be it months, years, or another unit. In the 
business world, the date field can be crucial to analysis, especially in identifying seasonal trends 
or year‐over‐year comparisons. 
 
Currency: 
A special calculation data type, Currency is ideal for storing all data that represents amounts of 
money. 
 
AutoNumber: 
This data type is actually a Long Integer that is automatically and sequentially created for each 
new record added to a table. The AutoNumber can be one mechanism by which you can 
uniquely identify each individual record in a table. You will not enter data into this field. 
IT (9626)
Theory Notes
 
 
 
Yes/No: 
There are situations where the data that needs to be represented is in a simple Yes/No format. 
Although you could use the Text data type for creating a True/False field, it is much more 
intuitive to use the Access native data type for this purpose. 
 
Hyperlink: 
When you need to store an address to a web site, this is the preferred data type. 
 

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