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MS Access: How to group records/addresses by category/categories
I am new to Access (2002), and am reading up on it in two books. I have
also checked the online help, but can't find an answer to what I would think would be a very basic question about categories or groups of records. I plan to put together a MASTER address/contact list for use in a new job, but I need to be able to group the individual records in multiple categories. In other words, I will want to generate reports with all addresses in a certain group, but some of the records/people from the master list will appear in more than one group. It would be like having a master address book, and wanting to "code" or designate a person as BOTH a business contact and a friend contact. (Although in my case, it will coding/grouping contacts for different committees and different events, with some individuals included in not just one group, but several groups. I can't figure out whether I need a different table for each group, or whether I can code records in a table for multiple categories. If I do use different tables for each group, how do I connect the same person who appears in several groups, so that I will make changes to only one record that will be reflected across all instances of that record in other tables. I'm sorry if I am not explaining this very well! If you have a book or online source that I need to read ... please let me know. Thanks! |
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On Sat, 26 Feb 2005 10:33:01 -0800, wattog
wrote: I can't figure out whether I need a different table for each group, or whether I can code records in a table for multiple categories. If I do use different tables for each group, how do I connect the same person who appears in several groups, so that I will make changes to only one record that will be reflected across all instances of that record in other tables. If you have a "many to many" relationship between Contacts and Categories, the proper way to structure your tables is to have *three* tables: Contacts ContactID Primary Key FirstName LastName etc etc Categories Category Text Primary Key ContactCategories ContactID link to Contacts Category link to Categories Thus if a contact is in five categories, there would be five records in ContactCategories for that contact; if you have 318 contacts in the "Prospective Customer" category, there'd be 318 records in ContactCategories, each with a different ContactID. You could then create a Query joining Contacts to ContactCategories with a criterion on Category to find all contacts in a particular category. John W. Vinson[MVP] |
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