Auto Enter County, State & Zip after entering City

Anonymous
2010-12-27T19:38:00+00:00

I'm trying to make data entry easier. We have a relatively small client base (3 counties) and I'm wondering if I create a table with all of the cities in the counties grouped together with states and zips if Access will be able to AutoEnter the County, State and Zip after the City is entered?

(I've only got beginner Access 2010 under my belt....hoping they will send me to level 2 at the very least...)

THANKS so very much for your time!

Microsoft 365 and Office | Access | For home | Windows

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  1. Anonymous
    2010-12-27T19:42:08+00:00

    If you have that information entered in a table, then you don't need to have Access AutoEnter that information.  It CAN be DISPLAYED using a query or you can have a combo box to select the city and have some UNBOUND text boxes display the selected values.  But you don't store them in with the rest of the record.

    See my sample here for how to include extra fields to display in a form.

    http://downloads.btabdevelopment.com/Samples/combos/Sample-FillInFields.zip

    Bob Larson, Former Access MVP (2008-2010)

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  2. Anonymous
    2010-12-27T19:45:25+00:00

    What if I WANT the County, State and Zip stored in with each record?

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  3. Anonymous
    2010-12-27T19:47:04+00:00

    I should also mention that I'm SO very new to Access and this is a new database I'm creating to replace an old and very icky one that I do not have any forms or reports created yet. I'm still hoping I'll get sent to Access 2010 level 2 before I create those...

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  4. HansV 462.7K Reputation points MVP Volunteer Moderator
    2010-12-27T19:52:46+00:00

    There can be multiple zip codes for a city, so you can't automatically fill in the zip code once a city has been entered or selected.

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  5. Anonymous
    2010-12-27T20:06:46+00:00

    What if I WANT the County, State and Zip stored in with each record?

    You should NOT do so.  That VIOLATES the rules of normalization and so you just DISPLAY them as you can get them with a query anytime.  Although I would store the CITY and ZIP CODE because a city, like Hans wrote, can have multiple zip codes and also some zip codes can actually split across towns depending on where they are.  I know because Tukwila, Washington and SeaTac, Washington actually share 98188. 

    So, just so you know - you can use a QUERY in 99% of the places where you would use a TABLE so you don't really need to store the County and State IF you have the associated values stored in a reference table.

    Bob Larson, Former Access MVP (2008-2010)

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