Creating a Lookup with Microsoft Access Tables

This article shows you how to replicate the lookup functions of Excel in Access

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1. Create a new table and save it as tblProducts.  Create the following fields in this table:

Field Name      Data Type

ProductID       AutoNumber

ProductName     Text

ProductPrice    Currency

Set ProductID as the primary key

2. Enter the following data into the tblProducts Table

Product ID  Product Name      ProductPrice

1           A                 £5.99

2           B                 £10.59

3           C                 £21.99

4           D                 £35.49

5           E                 £19.99

     

That’s you first table done, you can now close it.

3. The second table will contain information about discounts.  The discount amount is dependant on the price of the product.  For example if the product cost under £10 you only get a £2 discount.  If it’s between £10 and £19.99 you get a whopping £5 discount – too good to be true you might say! There are other discount available too.

     

Create a new table and save it as tblDiscounts. Create the following fields in this table:

Field Name  Data Type

DiscountID  AutoNumber

StartPrice  Currency

EndPrice    Currency

Discount    Currency

 

Set DiscountID as the primary key

Enter the following data into the tblDiscounts table:

QuantityID  StartPrice  EndPrice    Discount

1           £0.00       £9.99       £2

2           £10.00      £19.99      £5

3           £20.00      £29.99      £8

4           £30.00      £39.99      £10

5           £40.00      £49.99      £12

Now close the table

Nearly there now, all we have to do is create a query that includes both tables.  Create a new query in design view adding both the tblProducts table and the tblDiscounts table to the query. 

Now add the following fields to the query grid:

From the tblProducts table add: ProductName & ProductPrice

From the tblDiscounts table add: Discount

In the criteria row for the ProductPrice field type the following:

Between [tblDiscounts].[StartPrice] And [tblDiscounts].[EndPrice]

Save the query as qryDiscountLookup.  Now run the query to see the appropriate discount displayed for each product.

You could calculate the new sale price if you liked.  To do this switch back to design view in your query and in the next available field in your query grid write the following in the Field: row.

SalePrice: [ProductPrice]-[Discount]

Before you run the query you had better format your new calculated field to show the result in currency format.  To do this click into the field on the query grid then click View | Properties. In the Field properties window find the Format properties and choose Currency . 

Save and run query again. You should have the discounted price for each product displayed in your new SalePrice field.

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