How do I set up a column to populate...

[SDoc]

I want to have a drop down box in a field that when a description is chosen
the next field will automatically populate with the corresponding 5 digit
number.

ie:

Drop down choices:
Administration
CSV
Samples
etc.

When chosen, columns would look as such:

Administration 21660
CSV 21690
Samples 21440 (needs to automatically populate with correct
corresponding department #)


Ultimate goal:
DB that will list employees- their departments- corresponding dept. # and
various jobs associated.

I have been through DB classes, but this is the first DB I have created on
my own. Please explain if I should use multiple tables with queries, etc.
Speak to me as elementary as possible- I'm a "newbie" to the development
process!!!

Thanks!

 

[Jeff Boyce]

It isn't clear whether you are trying to do this in a table or in a form.
If in a table, stop now!

A well-normalized relational table doesn't have the kind of dependency you
seem to be describing (i.e., "with the corresponding ...").

More info, please...

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[SDoc]

I was trying to use a table, but obviously I was in the wrong direction.
Please visualize the following in fields:

1-Boyce 2-Jeff 3-IT(from dropdown box) 4-then auto populate with
corresponding dept #

There will be over 200 records of Emplyee Names
23 departments to choose from each has a unique 5 digit department number
that I would like to auto-populate.

I hope this helps!!! Thanks!

 

[Jeff Boyce]

If you already have a table somewhere that connects IT (dept.) with "12345"
(dept.#), then you DON'T want to store that department number a second time.

What you're attempting to do would probably be necessary ... if you were
limited to using a spreadsheet.

Access is a relational database. If you aren't familiar with
"normalization" and "relational database design", you have a bit of a
learning curve in front of you.

You won't get much (or easy) use of Access' relationally-oriented
features/functions if you feed it 'sheet data.

Consider stepping back from the "how" and re-think the "what" -- what are
the entities and relationships you're working with?

Regards

Jeff Boyce
Microsoft Office/Access MVP