Format Text in Access  Step by Step Guide ▷ 2020

It is no secret to anyone that one of the best programs databases existing in the office environment, is Microsoft Access. Since, it is a software that has the necessary utilities to provide an optimal data management system to its users and thus, allows them organize, search and present information professionally.

That is why, in Access you can find numerous tools that simplify the management of any type of data. Be they tables or queries, as well as forms, reports, and more with which it is possible to improve the documents prepared within this program. For thus, be able to collect data intuitively and agilely.

But, beyond that, Access is classified as a software of Microsoft what supports a high level of customization. Reason why, in addition to entering the text you need, it also allows you format it quickly and easily. Next, we will teach you How can you enrich your databases in such a way.

What is text formatting and what is the use of optimizing it in Access?

While true, the text format is defined as the markup that is applied to a certain plain text with the aim of adding style data that go beyond the semantics of the elements. Such as: colors, styles, size, alignment, borders and many more special features. So, as a result, provides “rich text”, “styled text” or “formatted text”.

In this way, the act of formatting the text in a database of Access refers to all those changes made around the appearance of the document and the way it looks on screen. Thus, a process that serves to emphasize certain words or phrases of interest, like for what their understanding and reading is much more enjoyable.

For its part, in this database program, the short text and long text fields (also known as “MEMO”) are the types of most used data that, with the text format, has two options available. The first one is based on maintaining the formats predetermined by the software and the second consists of creating a format customize it for the text in question (it is the most recommended).

The latter, automatically, will be applied to any table, form or report that is linked to the edited field. Taking into account that, the text format only focuses on modifying the way in which the entered data is displayed and do not influence the way in which users write information or data is stored.

Learn step by step how to format the text of your Access database

Now, in order to enrich your document database created in Microsoft Access, it is valuable that you know which are each and every one of the steps to follow to be able to format the text correctly, easily and quickly in the software.

So, below, we detail the alternatives available for that:

Text color

Generally, to format the text in a database, you start with modify the color of the texts that have been added in this program.

If you want to make this customization, you have to carry out the following steps:

Text color

  • Initially, select the word or phrase you want to change the color of and go to the program’s ribbon, to there choose the tab “Home”.
  • After that, go to the group “Text Format” which, of course, allows you to improve the appearance of your document by means of a format other than the default one.
  • Then, click the down arrow for “Font Color” and from the box that contains the Theme Colors, Standard Colors or More Colors, proceed to choose the tone you prefer for the selected text at the beginning of the process.
  • Whereas, that change will also affect the entire table, in this case.
  • In the same way, you must proceed with all the other texts that you wish to edit with respect to their color.


Text alignment is defined as a formatting attribute that has the power to set the appearance of words in a complete paragraph. Which is distinguished by being a fundamental aspect to maintain optimal legibility in the text, as well as to exhibit uniformity and balance.

As a consequence, if you want to improve the appearance of your texts in Access by means of their alignment, we recommend doing what we present below:


  • Once you choose the text you want to align in your database, click on the “Home” tab.
  • After that, find the Text Format group and go to the small section that contains the three available alignment options. These are characterized by display a horizontal lines icon.
  • For align your text to the left, press the first icon from left to right (1). That way, the content will be straightened around the left margin.
  • For center selection text, you have to click on the second icon of the section in question (2). With this, the information will be distributed towards the center of each field.
  • For align text to the right, you must press the third icon available in section (3). Immediately, the content will be formed with the right margin of the document.

Font type and size

Another essential aspect to optimize the appearance of your texts in the databases of Microsoft Access, make reference to improve font type and size. In this way, you will be able to further customize your words and phrases in the program, so that they perfectly fit the type of information that you are presenting there.

In this case, you have to carry out the procedure that we explain here:

Font type and size

  • After selecting the text to edit, click on the “Home” tab inside the options bar and go to the Text Format group.
  • Then, to choose and modify the font type of the text, click the down arrow in the Source box. In this way, a menu will be displayed with numerous fonts that you can choose from just by clicking on one of them.
  • Next, to change the size of your text, press the down arrow in the Font size box and proceed to select the number corresponding to the length you want to obtain.

Background color

To format the text of a database, it is also appropriate to choose color the background of selected items. In that way you will be able to exhibit a more professional, neat and orderly work.

To do this, the steps to follow are extremely easy and then we mention each one:

Background color

  • Through the options bar Access, proceed to click on the “Start” tab and now select the table to which you want to add a background color. Of course, it will be the one that contains the text.
  • Followed by that, go to the Text Format group and click on the Background color box, which is characterized by showing a small tilted painting glass.
  • Once the box is displayed where all the available colors are, it only remains search and choose one of them to optimize the appearance of the background of your text and the entire document.

If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will be of great help to more members of the community. Thank you! 😉

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