How to Edit a Drop Down List in Access in 5 Minutes!

Working on an important Access database and want to modify an existing drop-down list? If so, then don’t worry you are in the correct place. In this guide, you will learn how to edit a drop down list in Access for keeping data entry consistent and reducing errors.

So, let’s get started…

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What Is a Drop-Down List with Example?

The drop-down list in Microsoft Access helps to keep data entry consistent & reduce errors. On the other hand, a drop-down list also known as a pull-down list or picklist, allows the user to choose one value from a list by clicking or hovering over the menu.

How to Edit a Drop Down List in Access Database?

Modifying a drop-down list in Access involves adjusting the underlying query or table that the dropdown is based on. In this section, you will learn how to modify a drop down list in Access in 3 different ways.

Let’s try them one by one:

Method 1- Edit the Access Database Table

Editing the DB table involves a few easy steps:

  • Open the database table that contains the data for a dropdown list.
  • Now, edit, add, or delete the records as needed. The changes made will show in a dropdown list in forms & reports that use this table.
  • Lastly, press CTRL+S to save the changes you have made to the table.

Also Read: How to Lock Access Database from Editing? – 5 Ways!

Method 2- Modify a Combo Box in a Form

The next method you can try is editing a combo box in a form. To do this follow the below instructions carefully:

  • Initially, right-click on a database form that holds the dropdown list >> choose Design View.

Design View

  • Then, click Combo Box to pick it.
  • In case the Property Sheet isn’t visible, then right-tap on the Combo Box & select Properties
  • Under Property Sheet, locate the Record Source This property regulates what information is displayed in the dropdown list.

Property Sheet

  • Now, you can directly edit the table to add or remove items.
  • Lastly, press CTRL+S to save the changes you have made to the form.

Method 3- Editing the Lookup Field in a Table

To edit the LOOKUP filed in the database table, follow these steps:

  • Right-click the table that has the lookup field >> choose the Design View.

Design View

  • Locate the field which is set up as the lookup (dropdown) & select it.
  • Under the Field Properties pane, navigate to Lookup.
  • Now, you can change a Row Source to a different table or query, or modify the existing one.
  • Press CTRL+S to save the table design changes.

Also Read: How To Create, Edit And Delete MS Access Relationships?

How to Add Values from Dropdown List in the Access Form?

In order to add values for the dropdown list in the Access form, you have to follow the below steps:

  • First of all, create a new DB table with 2 fields: “ID” as a primary key & “Value” to save the values for a drop-down list.
  • After this, enter the needed values for a dropdown list in the “Value” field.
  • Next, create the new form & add the dropdown list control.
  • Now, you have to set a data source for your dropdown list control to DB table you made in step 1.
  • Set the “Bound Column” property to “ID” and the “Column Widths” property to “0”;”. Now you will see the “Value” field in a drop-down list & store a “ID” value in a form data.
  • At this time, save & close the form.
  • Finally, launch it in the “Form View” and test the dropdown list to make sure it displays the values correctly.

That’s it…!

Frequently Asked Questions:

Can I Create a Drop-Down List in Access?

Yes, you can easily create a drop-down list in Microsoft Access

Which Option Creates a Drop-Down List of Values in MS Access?

Lookup Wizard helps to create a drop-down list of values in MS Access.

Which Element Is Used to Create a Drop-Down List?

The <select> element is mainly used to create a drop-down list.

To Sum Up

So, this is all about how to edit a drop down list in Access database. All you need to do is to follow the step-by-step methods mentioned above accordingly for modifying a dropdown list in MS Access.

Last but not least, if you liked this blog, don’t forget to share it with your friends, colleagues, and relatives.

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Pearson Willey is a website content writer and long-form content planner. Besides this, he is also an avid reader. Thus he knows very well how to write an engaging content for readers. Writing is like a growing edge for him. He loves exploring his knowledge on MS Access & sharing tech blogs.

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