Expressions are used in a variety of contexts on Access and can be compared to formulas in Excel. With the Expression Builder, you get easy access to the names of the fields and controls in your database as well as additional built-in functions that will help you write expressions.

As with other features in Microsoft Access 2016, the Expressions Builder is only as helpful as you allow it to be. If you don’t take the time to explore what this tool has to offer, you probably won’t find much use for it. With that said, let’s discuss the basics of expressions, how the Expression Builder will help and tips for making you a pro.

What are Expressions?

An expression is a combination of functions, table fields, controls, etc. that evaluates to a single value. In other words, an expression is a formula. The purpose of using an expression is to calculate values, validate data and set a constant value for a specific field or control.

There are different elements that might be contained in an expression that will produce a result. These include:

• Identifiers. The names of table fields or controls on forms and reports.
• Operators. Examples include plus (+) or minus (-).
• Functions. Examples include SUM or AVG.
• Constants. These are values that don’t change.

Now that you’ve learned the basics of what an expression is and in what contexts you can use one, let’s move onto how to create your own expressions with the Expression Builder.

What is the Expression Builder?

The Expression Builder allows you to look up and insert any of the components included in an expression. The tool also helps you evaluate which components are ideal in the particular context. For example, web apps and web databases often times have only certain functions that can be used, and the Expression Builder can determine which components are best.

You can use the Expression Builder to create a new expression of your own, if you have something in mind that isn’t already available. Otherwise, there are prebuilt expressions available.

How Do I Use the Expression Builder?

There are six major parts to the Expression Builder. These include:

Photo Credit: Microsoft Office

1. Instructions and Help Link. At the very top, you will see a link that you can click to get more information about the context that you are entering the expression into.

2. Expression Box. The large white box is where you write your expression or add expression elements. To add elements, double click them from the list below. If you don’t see what you need, click More >> to the right of the expression box.

3. Expression Elements List. Click an element type to see its categories in the Expression Categories list.

4. Expression Categories List. Click a category to see its values in the Expression Values list. You might have to add a category item to add it to the list if there are no values available.

5. Expression Values List. Double click a value to add it to the expression box.

6. Help and Information. At the bottom, you might see a link to a Help article about the selected expression value.

The Expression Builder is meant to help you, and once you learn how to use it, you’ll find that working with expressions is much easier. For a more detailed instruction on how to use the Expression Builder or any other tools in Microsoft Access, call Arkware today! We’re here to help!