Commenting a Database
This subpage forms part of the Microsoft Access course.
It is always a good idea to leave field descriptions in ‘Design View’.
When designing a database in Microsoft Access, each field in a table can have a description entered in Design View. This description, also called a comment, appears in the status bar whenever that field is selected during data entry. It serves as a helpful prompt that reminds the user what kind of data belongs in that field, reducing errors and improving consistency across the database.
Comments also act as built-in documentation for anyone who needs to maintain or modify the database later. A well-commented table structure makes it clear what each field stores, what format the data should be in, and whether there are any special rules governing that field. This is especially valuable in a shared database environment where multiple people may be responsible for entering or analysing data.
In addition to field descriptions, Access allows developers to document queries, forms, reports, and macros through their respective property sheets. Taking the time to add meaningful comments throughout the database creates a self-documenting system that saves time during troubleshooting, upgrades, and handovers to other team members.
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References
Adivo Ltd. (2012). TechWriter 2012 user guide: Documenting Access databases. TechWriter. https://techwriter.me/doc/TechWriterUserGuide/TP-TechWriter_User_Guide-Access_1.htm
For more information, run a Bing, DuckDuckGo or Google search for “commenting a Microsoft Access database”.
📅 June 08, 2026
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