How to convert data values of the Text data type to the proper case format in Microsoft Access?

In Microsoft Access, the default data type is TEXT data type. However, one can change the text data type to another desired data type. Choosing a specific data type is totally one’s own perception and his/her choice as doing so ensures that you will get the best results from your queries and searches. If you are using MS Access database, then this article would be of great help. This article describes steps involved in converting data values of Text data type to the proper case format in MS Access.

There are two ways with which you can convert data values of Text data type to proper case format.

1. Use the Built-In String Conversion Function
2. Use a User-Defined Function

Before going for any one of the above method, first of all create a sample table named MyTestTextList in new blank database MyTestDatabase.

Use the Built-In String Conversion Function

• Open the MyTestDatabase database in Access.
• On the Insert menu, click Query.
  In MS Office Access 2007, click Query Design in the Other group on the Create tab.
• In the New Query dialog box, click Design view.
  In Access 2007, skip this step.
• In the Show Table dialog box, click Close.
• On the View menu, click SQL View.
  In Access 2007, click SQL in the Results group on the Design tab.
• Type the code in the SQL view

SELECT testText, STRCONV(testText,3) as  TestText_in_Proper_Case FROM MyTestTextList

• On the Query menu, click Run.

In Access 2007, click Run in the Results group on the Design tab

Use a user-defined function

• Open the MyTestDatabase database in Access.
• On the Insert menu, click Module.

In Access 2007, click the drop-down arrow under Macro in the Other group on the Create tab.

• Type the following code in the current module and save your changes.

Function Proper(X)

Capitalize first letter of every word in a field.

Dim Temp$, C$, OldC$, i As Integer

If IsNull(X) Then

Exit Function

Else

Temp$ = CStr(LCase(X))

‘ Initialize OldC$ to a single space because first

‘ letter must be capitalized but has no preceding letter.

OldC$ = ” “

For i = 1 To Len(Temp$)

C$ = Mid$(Temp$, i, 1)

If C$ >= “a” And C$ <= “z” And (OldC$ < “a” Or OldC$ > “z”) Then

Mid$(Temp$, i, 1) = UCase$(C$)

End If

OldC$ = C$

Next i

Proper = Temp$

End If

End Function

• On the File menu, click Close and Return to Microsoft Access.
• On the Insert menu, click Query. In Access 2007, click Query Design in the Other group on the Create tab.
• In the New Query dialog box, click Design view. In Access 2007, skip this step.
• In the Show Table dialog box, click Close.
• On the View menu, click SQL View. In Access 2007, click SQL in the Results group on the Design tab.
• Type the following code in the SQL view

SELECT testText, proper(testText) as  testText_in_Proper_Case FROM MyTestTextList

This query is similar to the query in Method 1. This is except for the function call.

• On the Query menu, click Run. In Access 2007, click Run in the Results group on the Design tab

Second method gives you the flexibility to select any case format. This way you are able to convert data values of Text data type to proper case format in MS Access.

Access repair tool helps to restore corrupt MDB databases to working databases. Kernel for Access recovers tables, key data structures, auto number, table relationships, OLE data, memo data with original date formats.