Group of Options in Access  What is it? + How to Create One ▷ 2020

Microsoft Access is a fairly versatile office application. With the program, the user can manage the entry of new records in a data base with the help of the option controls. Such is the case of option group. If you want to know what they are, what they are for and how to insert one correctly, continue reading.

Controls are tools that they give you the possibility to work or visualize data. In the case of option groups, for their part, they offer limited alternatives.

In such a way the work of enter new data, both in a report and form, it looks simplified. For that reason, it is a good option that you know everything about the Option group in Access.

What is an option group control and what is it for in Microsoft Access?

What is an option group control and what is it for in Microsoft Access?

Know in detail the functions of Microsoft Access it can be of great help when creating a database. For that reason we provide you with a summary about what is an option group control and what is it for. The Option Group is a control available for forms and reports created in Access. It is characterized by showing a set of limited alternatives for the user to select the value they want.

The control is comprised of option buttons, check boxes, toggle buttons, and a group frame. Note that if the choice group is dependent on a field, only the group frame will be dependent on that field. The option buttons and other elements contained in the frame will not be dependent. In addition, the controls within the option group have a property called “Option value”.

The property represents the value that should be stored in the data tables. On the other hand, the user must bind the property “Origin of control” from the option group to the required field in the data table. You need to set the property “Option value” in each option control. In such a way that, when selecting an option, the value it represents is stored in the field of the data table, which in turn is linked to the property “Origin of control” option group.

The property “Option value” option group control can only be associated with numeric fields. Thus, cannot enter text. Similarly, the “Option value” it is only available when the control in question is within a group of options.

If the toggle buttons or check boxes are not within the option group, the control does not have the property “Option value”. Instead, you will have the property “Origin of control”. Finally, the group of options can also use an expression, or be a separate control. In this case, it is intended to be used in custom dialog boxes.

What are the benefits of using a grouped options control in Access?

What are the benefits of using a grouped options control in Access?

The group of options is essential since it makes it easier for the user to select a specific value. However, it is worth highlighting other benefits of using a grouped options control in Access.

Among the main ones are:

  • Ease of selection: As we mentioned before, the first great advantage of using groups of options is the possibility of choosing a specific value.
  • Reduction of errors: The user does not need to enter any other data manually. When writing a new record there is always the possibility of entering a wrong character. For that reason, being able to make a simple selection greatly reduces the margin of error.
  • Labor simplification: The user does not need to remember data to enter it into the database. By selecting a single value in the group of options, you generate a new entry immediately.

Learn step by step how to create an option group from scratch in Microsoft Access

Learn step by step how to create an option group from scratch in Microsoft Access

Group options control is a function that saves you time and effort when managing a database. For create an option group from scratch in Microsoft Access, it is recommended to use the Assistant for controls. This is the easiest way to work.

On the other hand, you can also drag the function from the group “Controls” from the tab “Design” in sections “Report design tools” Y “Form design tools.” However, in that case you must fill in the “Option value” property of all option controls, and the “Control source” property of the option group.

Next, we explain the step by step to create a group options control through the wizard:

  • Open Microsoft Access. Then, locate and open the report or form that you want to work with in the application. As a practice, you can also create a form or report from scratch. In this case, click on the tab “Create”. Then select “Form design” or “Report design”.
  • Go to the tab “Design” from the section “Report design tools” or “Form design tools” according to your previous choice.
  • In the group “Controls”, click the button “More”. Make sure the box “Use wizard for controls” is activated.
  • Select control “Option group”. Click on the report or form to insert the control. Hold click and drag the control until it is the desired size. The wizard for controls immediately opens as a dialog window.
  • On the first page of the wizard, You must add the tags you require for each option. You can enter a maximum of 20 labels. When you’re done, tap “Next”.
  • On the second page you must specify if you want a default option. If this is the case, check the corresponding box and choose the option in the drop-down menu. If you don’t want a default option, check the box “I don’t want a predetermined one”. Then press “Next”.
  • On the third page, you must assign a “Option value” to each label. After completing the assignment, press “Next”.
  • The fourth page is for personalization. You must choose the types of option controls (Option Buttons, Toggle Buttons or Checkboxes). You can also choose a style to use. Then click on “Next”.
  • Finally, on the last page, you must enter a title for the group of options. To finish creating the control, click “Finalize”.

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

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