Microsoft Access Memo fields allow you to enter more text. In an Access database, we create tables to store data. A table is made up of columns, sometimes called attributes or fields. Each of these columns will have a particular data type that defines the data it can contain. For example, if we are entering numerical information such as prices, the best data type to use here would be number or currency. For a first and last name it is best to use a text data type. An alternative to a text data type is what is known as a memo. The Microsoft access memo data type will be used to contain text, but it allows much more text than the general text data type.

When should we use memo? This is best used in situations where we have to enter a description or even notes. We may want to store a lot of information about a particular customer or transaction. Descriptions or notes can be very long and a general text box just won’t have enough data for your needs.

Generally, when using a form, we would increase the size of the note text box and set its key behavior property to ‘New line in field’. This allows us to press the return key so that the data is not grouped together as one long paragraph.

Note that you cannot sort or index a Microsoft access memo field. They also have severe limitations when used in queries. Really though I’d tend to avoid using them in queries so this isn’t that big of an issue.

In Microsoft Access 2007 we can apply rich text formatting to the memo field in both datasheet and form views. To do this, we need to set the text format property of the memo field in the table to be ‘Rich Text’.

It is always important that the correct data types are used throughout the database. Sometimes this is discovered through trial and error, although good planning can also go a long way in improving database performance.

Imagine working with an order processing database system where you have to record a large amount of customer information. You don’t want to be jotting things down on pieces of paper once you’ve run out of screen space. This is where the correct Microsoft Access Memo data type will come in handy.