Date Last Reviewed:
03/29/2007
Let the computer type in high frequency data as defaults, set up data validation rules, and enforce the selection of designated choices to design MS Access forms that minimize data entry errors.
Set up defaults for data fields where a single entry has a very high frequency; i.e. IL in a state field. Defaults reduce typing errors, eliminate unnecessary typing, and are easily overridden when necessary. It is easy to set up defaults in the design view of tables as shown in Figure 1.
Figure 1 - Setting Default Values
Use validation rules to insure that data entry either falls within limits or matches a choice of acceptable text. Figure 2 illustrates how validation rules can be set up to minimize errors and standardize data entries in certain types of fields.
Figure 2 - Validation Rules
The use of MS Access's many Wizards to construct List and Combo boxes, Check boxes, and Option buttons facilitates the construction of data entry forms. Use of these tools to guide response selection by clicking on a list item, box or button not only reduces errors, but will also speed data entry and standardize inputs.
After creating forms with the Forms Wizard or manually in design view, enter the form in design view (by clicking on the Design View icon 
). If the Toolbox window (Figure 3) is not present, activate it by clicking on View in the dropdown menus, click on Toolbars, and then click on Toolbox. In Toolbox are the many Wizard activating buttons. Moving the cursor over them will identify their name or function. To insert one of these tools into your form, click on the appropriate button, move your cursor (do not hold the mouse key down) to the place you want to insert the tool on your form, and click again. This activates the Wizard for that tool which will lead you through a series of questions and steps. These will vary by tool; however, in general when you are asked if you want to type in values for a list, select that option before moving to the next step. Fill in the number of columns appropriate to your list and enter the values from which you want users of the form to choose. Click Next when the list is complete.
Figure 3 - The Form Toolbox
In the next window that appears, select Store that value in this field and use the combo box to select the field where this data needs to be stored. Click Next and enter the label you want to use for this entry area of your data entry form. Click Finish to complete the Wizard process and reenter your form for further design additions or adjustments. If you had previously created a reference for this field with the Form Wizard, delete the old entry label and entry box to avoid confusion and referencing errors.
Use defaults, validation rules, and list, combo and option boxes to minimize data entry errors, simplify data entry by reducing keystrokes, and insure consistent data values in your MS Access databases.