Access Using Manual

8/12/2019 Access Using Manual

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UCLINFORMATION SERVICES DIVISIONINFORMATION SYSTEMS

Access 2003

Using AccessDatabases

Document No IS!002 "2


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ContentsIntroduction to Microsoft Access 2003................................................... 1

Databases and database objects 1Microsoft Access features 3

Getting help............................................................................................ 4 Working with database ob ects............................................................... !

Opening a database 5Opening objects 5Saving in Access 6Copying database objects 7Closing a database 7

ena!ing database objects "#rouping database objects "

"ata na#igation and entr$....................................................................... %Data navigation $Data entry 1%

"ata selection and editing.................................................................... 14Selecting data in tables 1&Selecting data in for!s 1&'diting data 15Copying and !oving data 15Deleting records 16(sing t)e undo facility 16

&usto'ising datasheets........................................................................ 1(C)anging t)e appearance of a datas)eet 17

e*organising data 1"Sorting records %+

)ocating data........................................................................................ 21(sing ,ind and eplace %1,iltering records in a table or for! %3Criteria %5

Introduction-)is guide )as been prepared to )elp users .)o .is) to learn )o. to use ane/isting Access database for data entry and for e/tracting si!ple infor!ation0

t is not intended for t)ose .)o .is) to develop databases fro! scratc)0 -)isguide can be used as a reference or tutorial docu!ent0 -o assist your learning2a series of practical tas s are available in a separate docu!ent0 4ou cando.nload t)e training les used in t)is guide fro! t)e S training .eb site at

www.ucl.ac.uk*isd*co''on*resources*

e also o8er a range of - training for bot) sta8 and students includingsc)eduled courses2 one*to*one support and a .ide range of self*study!aterials online0 9lease visit www.ucl.ac.uk*isd*co''on*resources* for!ore details0

Docu!ent :o0 S*++% v% Septe!ber %++"


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Introduction to Microsoft Access 2003What is a database?

A database is a collection of related data0 -)ere are !any everyday e/a!plesof databases suc) as an address boo containing na!es and addresses of friends and fa!ilies; a card le )olding details of business contacts; a lingcabinet )olding last yearcalled elds ? and ro.s >called records ? ass)o.n belo.0 'ac) record relates to a single entity >in t)is e/a!ple2 to asingle custo!er?; and eac) eld is used to store a particular piece of infor!ation about t)at custo!er >in t)is e/a!ple2 t)e co!pany na!e2 contactna!e etc0?0

Fie#$s

Reco%$s


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@ocating data % (C@ nfor!ation Syste!s


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The Database indo)en you open a database2 t)e Database .indo. .ill s)o. you t)e various

objects >tables2 =ueries2 for!s2 reports2 !acros and !odules? t)at !a e upt)at database0

-)is .indo. acts as t)e control centre for t)e database and is t)e focal pointfor all operations involving opening2 closing and creating ne. objects0

!el"ful hint#T&e Database 'in$o' %emains o(en at a## times C#osing t&is 'in$o' 'i## c#ose t&e $atabase

$elationshi"s-)e tables in a database !ay be lin ed to eac) ot)er by t)e creation of relationships bet.een speci c fields in t)e database0 -)ese relations)ips canbe vie.ed in t)e Relationships .indo.

10 'nsure t)at t)e Database .indo. is t)e active .indo.0

%0 Select +elationships fro! t)e Tools !enu30 A ne. .indo. .ill open2 s)o.ing t)e e/isting relations)ips in t)e

database

(C@ nfor!ation Syste!s 3 @ocating data

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Microsoft Access features

Toolbars-)e !enu co!!ands2 in t)e !ain Access .indo.2 and t)e built*in toolbarsc)ange as you !ove bet.een di8erent .indo.s in Access2 i0e0 t)ey are

Bdyna!ic 2 c)anging .it) t)e current vie.0 -)e active .indo. deter!ines.)ic) co!!ands are available0 At ti!es2 because t)e toolbars are lin ed tospeci c objects2 so!e of t)e buttons on t)e toolbar .ill appear greyed out0

)en t)is occurs t)ese buttons are not available0 )en you are .or ing .it)a database it is possible to vie. t)e toolbars of your c)oice at any ti!e

10 ,ro! t)e View !enu select ,oolbars and t)en select &usto'ise fro! t)esub!enu0-)e Customise .indo. appears0

%0 Clic in t)e bo/es to !ar t)e toolbars you .is) to s)o.0

30 Clic &lose.

!el"ful hint#T&e%e is muc& $u(#ication among t&e $i++e%ent too#ba%s

As you !ove t)e !ouse pointer over t)e buttons on a toolbar2 a bo/ called aTool Tip displays t)e na!e of eac) button0

%hortcut &enus Access %++3 o8ers a nu!ber of conte/t*sensitive s)ort*cut !enus2 .)ic) !aybe accessed by rig)t*clic ing t)e !ouse0

%tatus bar -)e Status bar at t)e botto! of t)e screen displays status !essages on t)eleft and loc ing eys on t)e rig)t0 -)e table belo. describes t)e abbreviationsused to indicate .)ic) loc eys are active0

)ocking -e$s

CA9S -)e Caps Lock is on

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-)e Num Lock is on

-)e Scroll Lock ison

O -)e !ertype !odeis on

@ocating data & (C@ nfor!ation Syste!s

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'ettin( hel"-)ere are several .ays to obtain )elp fro! .it)in Access t)e "elp pane andt)e #sk a $uestion list are described )ere0 n Microsoft O8ice %++32 t)e online)elp features )ave been e!bedded into t)e tas pane on t)e rig)t*)and side of

t)e .indo.2 .)ic) allo.s a !ore intelligent and up*to*date )elp function0The !el" "ane "elp pane (se elp E Microsoft / ice Access elp to display t)e "elppane in t)e tas pane area as s)o.n0 Select t)e type of )elp facility you re=uirefro! t)e #ssistance 2 Table of Contents or %icrosoft &ice nline lin s0 #ssistance to enter =uestions in t)e bo/ labelled F earch for 0 Sub topicsbased on your response .ill be s)o.n belo.0 -)e corresponding )elp pages .illbe displayed in a pop*up %icrosoft &ice nline "elp .indo.0 Table of Contents to nd instructions about broad categories2 organised

li e a boo


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The As) a *uestion list-)is bo/ is displayed in t)e upper rig)t corner of t)e

Access .indo.0 4ou si!ply enter a =uestion in plain

'nglis) and press nter.


Assistance

Tab#e o+ contents

Mic%oso+t O++ice On#ine


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Wor)in( ith database objects+"enin( a database

10 ,ro! t)e 'ile !enu select /pen 0%0 Select t)e file you .ant to open >c)ec t)at you )ave selected t)e correct

drive and folder if you cannot see t)e le you re=uire? and clic on /- 0

-)e Database .indo. for t)e database you )ave c)osen .ill appear0!el"ful hint#On#, one $atabase can be o(en in a (a%ticu#a% Access session Access 'i## automatica##, c#ose an, ot&e% o(en $atabases '&en ,ou o(en anot&e% $atabase

Clic on t)e relevant object type in t)e list of objects > Tables 2 $ueries 2 'orms 2

Reports etc0? on t)e left*)and side of t)e Database .indo. to see e/a!ples of t)e di8erent types of objects available >see The Database window on page %? (

+"enin( objects'ac) object you open in a database appears as a separate .indo.2 eac) .it) aseparate tas bar button0 -)e Database .indo. itself also appears as aseparate .indo. in t)is .ay0

+"enin( a table10 Clic on ,able in t)e list of objects in t)e Database .indo. >see The

Database window on page %? (

%0 Select t)e table re=uired by clic ing on it and t)en clic on t)e /penbuttonor double*clic on t)e table na!e0

-)e table opens in Datasheet vie.0

+"enin( a for&10 Clic on 5or' in t)e list of objects in t)e Database .indo.0

%0 Select t)e for! re=uired by clic ing on it t)en clic on t)e /pen button ordouble*clic on t)e for! na!e0

-)e for! .ill be opened in 'orm vie.0

+"enin( a re"ort10 Clic on +eport in t)e list of objects in t)e Database .indo.0

@ocating data " (C@ nfor!ation Syste!s


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%0 Select t)e report re=uired by clic ing on it and t)en clic on t)e /penbutton or clic on t)e report na!e0

-)e report .ill be opened in )rint pre!iew(

Vie sObjects can be opened in t.o or !ore vie.s0 -)e Desi*n vie. is used forcreating and !odifying objects0 -)e ot)er vie.s vary according to t)e type of object0 All t)e objects .e .ill be .or ing .it) use t)ese ot)er vie.s for

vie.ing data0

Opening an object2 as detailed above2 opens t)e! in t)e default vie. fornavigating2 entering or !odifying data0 n t)e case of a table2 t)is is t)e

Datasheet vie.0 -o open an object in Desi*n vie.2 clic on t)e "esign 6iew button0

Desi*n vie. Creating and !odifying objects0 ie.ing an objectin Desi*n vie. is li e sitting at a .or benc)surrounded by useful tools0 -)is vie. can be usedfor all t)e objects0

,ables7 8ueries and 5or's ob ect #iews

Datasheet vie. @oo s li e a table .it) grid lines dividing data intoro.s >records? and colu!ns > elds? >s ee Tables+

'ields and Records on page 1 ?0

)i!ot Table vie. G )i!ot Chart vie. n t)ese vie.s2 you can dyna!icallyc)ange t)e layout of a for! to analyHe data indi8erent .ays0 4ou can rearrange ro. )eadings2

colu!n )eadings2 and lter elds until you ac)ievet)e desired layout0 'ac) ti!e you c)ange t)elayout2 t)e for! i!!ediately recalculates t)e databased on t)e ne. arrange!ent0

S$L vie. S)o.s =ueries in Structured $uery Lan*ua*e >for$uery objects only?0

'orm vie. 'ac) record appears on a separate page >for 'ormobjects only0 See belo.?0

(C@ nfor!ation Syste!s $ @ocating data


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%a in( in Access-)e Sa!e co!!and is accessed as in ot)er Microsoft O8ice applications2 i0e0

via t)e 5ile E a#e co!!and or using t)e button or &trl I 0 Jo.ever2 it.or s slig)tly di8erently in Access0

Access auto!atically saves t)e data in a record .)en t)e focus leaves it0 not)er .ords2 Access saves a record


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4ou !ay be pro!pted to save any c)anges before closing t)e le0 -)is refersto any c)anges you !ade to t)e layout of t)e datas)eet or for!0

Closin( the database indo10 S.itc) to t)e Database .indo.0

%0 ,ro! t)e 'ile !enu select &lose o r c lic on t)e &lose button in t)e toprig)t*)and corner of t)e .indo. 0

!el"ful hint#C#osing t&e Database 'in$o' at an, time 'i## c#ose t&e $atabase an$ an, ob)ects t&at a%e o(en



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$ena&in( database objectsDatabase objects can be rena!ed fro! t)e Database .indo.

10 ig)t*clic on t)e object you .is) to copy0

%0 Select +ena'e fro! t)e pop*up !enu .)ic) appears0 -)e object


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10 @ocate t)e object you .ant to add0

%0 Drag and drop t)e object onto t)e group na!e0



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Data na i(ation and entr-Data na i(ation-)is section loo s at so!e of t)e di8erent .ays to navigate t)roug) your data0

Di8erences bet.een for! and table navigation .ill be )ig)lig)ted in t)issection0

-o follo. t)e steps belo.2 you rst need to open a for! in 'orm vie. or atable in Datasheet vie.0 See penin* b0ects for !ore details0

As you !ove fro! record to record in a table2 t)e current record is indicatedby t)e record selector sy!bol and t)e current eld is selected >)ig)lig)tedin blac ? or t)e cursor appears in t)e eld0

Usin( 'o To-)is allo.s you to !ove straig)t to t)e rst2 last2 ne/t2 previous2 or a ne.record0

10 ,ro! t)e -dit !enu select Go ,o 0

%0 Select t)e option you re=uire fro! t)e sub!enu0

Usin( the &ouse 4ou can use t)e !ouse to scroll up and do.n or left and rig)t .it)in t)edatas)eet using t)e scrollbars and t)en to clic on t)e relevant eld0

!el"ful hint#T&is +unction is on#, a"ai#ab#e in tab#es In +o%ms/ t&e sc%o##ba%s a%e use$ to "ie' (a%ts o+ t&e +o%m '&ic&

a%e not "isib#e i+ t&e +o%m is too #a%ge +o% t&e 'in$o'

@ocating data 1& (C@ nfor!ation Syste!s

Sc%o## buttons to mo"e #e+t an$%ig&t in t&e Tab#e

Sc%o## buttons tomo"e u( an$

$o'n in t&e Tab#e


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Usin( the na i(ation bar One of t)e !ost e8icient .ays to !ove bet.een records in large databases is.it) t)e navigation buttons in t)e lo.er left*)and corner of t)e .indo.

Usin( the )e-board 4ou can use various eys on t)e eyboard to !ove around t)e datas)eet orfor!

!eys Table action Form action

2 ,ab 2

nter

One eld at ati!e

,ield above

9revious eld

,ield to t)e rig)t

:e/t eld

:e/t eld

One eld at ati!eL

9revious eld

9revious eld

:e/t eld

:e/t eld

*

nd

o'e

Move to last eld in current record0

Move to rst eld in current record0

&trl I nd

&trl Io'e

Move to last eld in last record0

Move to rst eld in rst record0

!el"ful hint#&en "ie'ing a +o%m in .or& "ie'/ t&e o%$e% o+ mo"ement bet'een +ie#$s is go"e%ne$ b, t&e tab o%$e%

'&ic& +o%ms (a%t o+ t&e.or& $esign


C#ic1 &e%e o% (%ess./ an$ t,(e t&e %eco%$ numbe% ,ou'ant an$ (%ess nter

4%e"ious %eco%$Fi%st %eco%$

Ne.t %eco%$Ne' %eco%$

5ast %eco%$


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1a i(ation and ditin( &odes

-)ere are t.o !odes available in t)e Datasheet vie.2 Na!i*ation !ode and -ditin* !ode0

Navigation moden Na!i*ation !ode2 t)e cursor eys on t)e eyboard .ill !ove you fro! cell

to cell2 selecting t)e entire contents of eac) cell > see belo.? (

Editing moden -ditin* !ode t)e insertion cursor appears2 and t)e sa!e eys .ill !ove

you fro! c)aracter to c)aracter .it)in a cell >see belo. ?0

4ou can s.itc) bet.een t)e t.o !odes .)ilst in a particular cell

-o s.itc) to -ditin* !ode 9ress 52 orClic in t)e cell .it) t)e !ouse-o s.itc) to Na!i*ation !ode 9ress 52 or

n a table2 use t)e eyboard to !ove to anot)er cell0

@ocating data 16 (C@ nfor!ation Syste!s


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Data entr--)is section covers tec)ni=ues for entering ne. records in for!s and tables0

-o follo. t)e steps belo.2 you .ill rst need to open a for! in 'orm vie. or atable in Datasheet vie.0 See previous sections for !ore details0

Addin( a ne record'very for! or datas)eet )as a blan record .)ic) follo.s t)e last e/istingrecord0 f t)ere are no records2 t)e blan record is t)e only record0 -)is blan record is reserved for ne. data0

-)ere are a nu!ber of .ays to navigate to t)e ne. blan record at t)e end of your data including

Clic on t)e :ew +ecord button in t)e Na!i*ation bar >see Record selector

symbols belo.? or ,ro! t)e -dit !enu select Go ,o and t)en :ew +ecord or ,ro! t)e 1nsert !enu select :ew +ecord 0-ype your data in t)e rst eld and press ,ab to !ove to t)e ne/t eld0 -)erecord selector sy!bols c)ange as you .or 0 >See Record selector symbolsbelo. for a ey to t)e sy!bols?0

epeat t)e step above until you reac) t)e last eld0 9ressing ,ab fro! t)e lasteld auto!atically !oves to t)e rst eld of t)e ne/t record and auto!atically

saves t)e record0

!el"ful hint#In t&e case o+ Autonu&ber +ie#$s/ (%ess t&e Tab 1e, t'ice to mo"e to t&e +ie#$ an$ on to t&e ne.t +ie#$

Access 'i## automatica##, c%eate t&e "a#ue in t&is +ie#$ See ri&ar- e- +ie#$s un$e% Data T-"es o"e%#ea+ +o% mo%e $etai#s

"ecord selector symbols Access displays t)e follo.ing sy!bols in t)e record selector >t)e grey area tot)e left of eac) record?

ndicates t)e current record0ndicates t)e blan new record0

ndicates t)e current record .)en it is beingedited >c)anged?0

!el"ful hint#De(en$ing on t&e $esign o+ t&e +o%m/ t&e %eco%$ se#ecto% s,mbo# ma, not be "isib#e



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%a in( a record As you !ove fro! one record to anot)er2 t)e data in t)e previous record isauto!atically saved0 -)is also applies if you leave t)e record at any ti!e2 fore/a!ple if you use t)e !ouse to clic on a non*adjacent record0

#uittin$ a record it%out sa&in$ 4ou can use t)e sc ey to cancel t)e current entry if proble!s arise .)eninputting data2 for e/a!ple if you receive an error !essage or !a e a!ista e0 9ress once to leave t)e current eld .it)out saving any c)anges0 9ress t.ice to leave t)e current record .it)out saving any c)anges0

Data t-"es

-)e data you !ay enter in a speci c eld .ill depend on t)e data types andproperties of t)e eld0 -)e follo.ing infor!ation covers so!e of t)e co!!onrestrictions0 Access .ill display an error !essage dialog bo/ if you try tobrea t)e data entry rules0

Primary 'ey (ields'ac) record in a database !ust )ave a value .)ic) is uni=ue to t)at particularrecord0 -)is ensures t)at t)e record is uni=uely identi able0 ,or e/a!ple2 if t)e -mployees Table )ad t.o e!ployees .it) first na!e 2ohn and last na!eSmith 2 t)e -mployee 1D .ould act as a uni=ue reference or D nu!ber0 -)is is

no.n in database ter!inology as a primary key 0

n so!e cases2 t)is eld !ig)t be set to be an #utonumber( n t)is case2 Access auto!atically creates a nu!ber to identify t)e record2 starting fro!t)e nu!ber F1< and .or ing up.ards2 never using t)e sa!e nu!ber t.ice0

)en entering a ne. record2 #utonumber elds can be ignored Access .illauto!atically create an #utonumber as soon as you begin entering data in t)erecord0

Forei$n 'ey (ields-)ese are fields .)ic) are lin ed to a field in anot)er table in order to create

a lin or relations)ip to records in t)at table0 ,or e/a!ple2 t)e rders Tablecontains a Customer1D ,ield .)ic) !ust contain a Customer1D fro! t)eCustomers Table 0 -)is enables us to no. .)ic) custo!er )as placed t)eorder and .)at t)eir details are0 t !any cases2 data entry in a 'orei*n key field is li!ited to a value in t)e field it is related to0 n t)e e/a!ple above2 t)eCustomer1D field in t)e rders Table !ust contain an e/isting Customer1Dfro! t)e Customers Table and no ot)er values !ay be entered0

)ate*time (ieldsData entered in t)ese elds s)ould be in a standard date or ti!e for!at2 e0g031G1+G+& or 16 3+0

@ocating data 1" (C@ nfor!ation Syste!s


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)ro+,do n listsSo!e elds !ay be set up as drop*do.n lists no.n as combo bo.es 0 n t)iscase2 you can select an ite! fro! t)e list by clic ing on t)e drop*do.n arro.or you can type in your entry and Access .ill o8er to co!plete t)e entry for

you0 n so!e cases t)e eld !ay be set up to restrict data entry to t)e drop*

do.n list2 in .)ic) case you !ust c)oose one of t)e entries on t)e list0"e-uired (ields-)e property for a eld !ay be set to be required 2 in .)ic) case t)e eld cannot be left blan 0

(C@ nfor!ation Syste!s 1$ @ocating data


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Data selection and editin(%electin( data in tables-)is section describes )o. to select all or part of t)e records in a table0 Areas

t)at )ave been selected are )ig)lig)ted in blac 0 Once an area )as beenselected it can be edited or deleted as described in t)e ne/t sections0

-o follo. t)e steps belo.2 you .ill rst need to open a table in Datasheet vie.0See penin* b0ects for !ore details0

%electin( a sin(le record Clic on t)e +ecord election button > see belo. ?Or ,ro! t)e -dit !enu select elect +ecord 0

%electin( &ulti"le recordsClic and drag t)e pointer do.n across t)e record selectors as re=uired > seebelo. ?0

%electin( all records9osition t)e pointer on t)e ,able elector button at t)e top left corner of t)etable > see above ? and clic to select t)e entire table0

%electin( a cell9osition t)e pointer at t)e start of t)e eld and2 .)en t)e pointer is s)aped li ea .)ite cross2 clic .it) t)e !ouse0:otice t)at t)e co!plete cell2 not just t)e cell contents2 is selected0

%electin( data in for&s-o follo. t)e steps belo.2 you .ill rst need to open a for! in 'orm vie.0 Seeprevious sections for !ore details0

-o select a record ,ro! t)e -dit !enu select elect +ecord or

f it is visible2 clic on t)e +ecord elector button at t)e left*)and side of t)e for! >see Record selector symbols section? (

-o select all records

@ocating data %+ (C@ nfor!ation Syste!s

Tab#e se#ecto%button

Reco%$ se#ecto%

button


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,ro! t)e -dit Menu select elect All +ecords

ditin( data-)is section covers !a ing c)anges to e/isting data in a table or for!0 )enco!pleting t)e follo.ing section2 refer to t)e section on Data navigation 2particularly Na!i*ation and -ditin* modes >page 15 ?0

art of a field-o replace part of t)e contents of a eld

10 :avigate to t)e eld using any !et)od0

%0 f you are in Na!i*ation !ode >i0e0 t)e contents of t)e eld is selected?S.itc) to -dit !ode by pressing t)e 52 ey0

30 :avigate to t)e part of t)e cell you .is) to !odify and !odify t)e datausing t)e eyboard as detailed belo.

-e$s to 'o#e*edit data within a ;eldin dit 'ode"elete


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%0 f you are in :avigation !ode t)e entire contents of t)e eld .ill alreadybe selected0

30 ,ro! t)e -dit !enu select &op$ to copy data or &ut to !ovedata0

&0 -o insert t)e te/t2 !ove t)e cursor to a ne. position2 or to replace e/isting

te/t2 select any te/t you .is) to replace050 ,ro! t)e -dit !enu select 9aste 0

Co"-in( an entire cell10 Select t)e entire cell >see Selectin* a cell on page %+?0

%0 ,ro! t)e -dit !enu select &op$ to copy t)e cell0

30 Select anot)er cell0

&0 ,ro! t)e -dit !enu select 9aste 0!el"ful hint#It is not (ossib#e to Cut an$ 4aste an enti%e ce##

Whole record4s5 4ou can copy and paste one record or !ultiple records2 eit)er to append asne. records in your table or to replace e/isting records0

10 Select t)e re=uired record>s? >see Selectin* data in tables section for !oredetails?0

%0 ,ro! t)e -dit !enu select &op$ to copy t)e record>s?030 -o replace e/isting records2 select t)e records you .is) to replace2 or to

append t)e record2 clic on t)e :ew +ecord selector (

&0 ,ro! t)e -dit !enu select 9aste.

!el"ful hint#

&en %e(#acing mu#ti(#e %eco%$s/ t&e%e must be t&e same numbe% o+ %eco%$s in t&e co(ie$ se#ection an$ t&e%eco%$s being %e(#ace$

Deletin( records10 Select t)e re=uired records0

%0 ,ro! t)e -dit !enu select "elete or use t)e "elete ey on t)e eyboard0

30 Clic on t)e >es button in t)e dialog bo/ .)ic) appears to con r! t)edeletion0

!el"ful hint#

Once ,ou &a"e $e#ete$ a %eco%$ o% g%ou( o+ %eco%$s/ ,ou 'i## not be ab#e to %et%ie"e it Fo% t&is %eason Access$is(#a,s a 'a%ning message '&en ,ou $e#ete %eco%$s

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Usin( the undo facilit-

Access provides t)e facility to undo t)e last c)ange !ade to t)e data0 -)e3ndo feature is available in t)e -dit !enu0 -)e co!!and !ay vary accordingto t)e c)ange just !ade e0g0 3ndo Typin* 2 3ndo Current 'ield 2 3ndo Current

Record 2 3ndo Sa!ed Record 0 :ote t)at2 for so!e operations >deleting recordsis one e/a!ple?2 t)e 3ndo facility is not available0 Jo.ever Access .ill .arn you if .)at you are about to do is irreversible0

,ro! t)e -dit Menu select ?ndo or use the toolbar button .

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Custo&isin( datasheets

Chan(in( the a""earance of a datasheet 4ou can c)ange t)e appearance of a table in Datasheet vie. to !a e it easierto read and to distinguis) one table fro! anot)er0

Chan(in( the font)en you c)ange t)e font in a table2 t)e .)ole table .ill be a8ected by t)e

c)ange0 t is not possible to c)ange t)e font for selected te/t0

10 ,ro! t)e 'ormat !enu2 select 5ont to display t)e 'ont dialog bo/0

%0 C)oose t)e 'ont 2 'ont style 2 Si4e 2 -&ects and Colour re=uired0 A sa!ple previe. is s)o.n in t)e Sample bo/ (

30 Clic /- to con r! your selection and close t)e dialog bo/0

'ridlines, cell effects and bac)(round colour -)e follo.ing c)anges to t)e datas)eet can all be ac)ieved fro! t)e Datasheet

'ormattin* dialog bo/0

,ro! t)e 'ormat !enu2 select "atasheet 0 -)e Datasheet 'ormattin* dialogbo/ .ill appear as s)o.n belo.

,o hide or displa$ gridlines'nsure t)e Cell Effect option is set to 5lat 0

4ou can t)en c)oose to display just t)e)oriHontal gridlines2 or2 just t)e verticalgridlines2 or neit)er0 Select or deselect t)erelevant c)ec bo/es0

,o change the colour of $our gridlinesClic t)e drop do.n arro. button to t)e rig)tof t)e /ridline colour bo/ and clic on yourc)oice of colour0

4ou can scroll up or do.n to reveal !orecolours0

,o add cell e ects 4ou can en)ance t)e loo of your table by selecting +aised 2 or unken fro!t)e Cell Effect section0,o change the colour of $our background

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Clic t)e drop do.n arro. button to t)e rig)t of t)e 5ack*round Colour bo/and clic on your c)oice of colour0 4ou can scroll up or do.n to reveal !orecolours0



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$e6or(anisin( data-)ere are a nu!ber of .ays to reorganise data to !a e records easier to vie.0-)is section covers custo!ising t)e layout of a table and sorting records0

4ou can !ove colu!ns2 adjust colu!n .idt) and ro. )eig)t2 and freeHe or

)ide colu!n display in t)e Datasheet vie.0 4ou !ay also sort t)e contents of t.o or !ore adjacent colu!ns0

%electin( a colu&n or colu&nsClic on t)e Field Selector of the column to select one colu!n >as s)o.n belo.?0-o select !ultiple colu!ns2 clic on t)e rst colu!n


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30 -ype t)e ne. .idt)G)eig)t re=uired and clic /- 0

:ote t)at c)anges to ro. )eig)t a8ect all ro.s0



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S%o in$ %idden columns10 ,ro! t)e 'ormat !enu select ?nhide &olu'ns.

%0 -ic in t)e colu!ns bo/es to be un)idden >displayed? as s)o.n left0

%ortin( recordsecords in a table or for! can be sorted using t)e Records !enu or t)e

toolbar buttons0

%ortin( records in a tablen a datas)eet you can sort by t.o or !ore adjacent colu!ns in a single

action0 Access al.ays sorts records starting .it) t)e left*!ost colu!n0

10 f necessary !ove a colu!n or colu!ns so t)at t)ey are in t)e correct sortorder >left to rig)t?0

%0 Select t)e colu!n or colu!ns you .is) to sort on0

30 ,ro! t)e Records !enu select ort 0

&0 Select eit)er ort Ascending or ort "escending 0

am+le-)e e/a!ple belo. s)o.s t)e Customers Table sorted rst by Contact Title> )rimary Sort? and t)en by Company name >Secondary sort? in ascendingorder0 Custo!ers are sorted alp)abetically by Contact Title so t)at allcusto!ers .it) t)e sa!e contact title appear toget)er0 it)in eac) set of records .it) t)e sa!e contact title2 records are sorted by co!pany na!e0!el"ful hint# T&e Contact Tit#e +ie#$ &as been mo"e$ so t&at it is to t&e imme$iate #e+t o+ t&e Com(an,Name +ie#$

%ortin( records in a .or&

n a ,or! you can sort by one eld only10 Clic in t)e eld you .ant to sort by in any record0

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%0 ,ro! t)e Records !enu select ort 0

30 Select eit)er ort Ascending or ort "escending 0

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Locatin( datan a s!all database2 data !ay easily be located by navigation2 but in a larger

database a searc) !et)od is re=uired0 Access provides t)ree !et)ods fornding data

5ind used to locate a record t)at !atc)es certain values

5ilters used to e/tract te!porarily records !atc)ing speci edcriteria

8ueries again used to e/tract records !atc)ing speci ed criteria2but t)ey can be saved and re*applied0

-)is section covers using t)e 'ind function and creating 'ilters in bot) tablesand for!s0 Di8erences bet.een t)e t.o .ill be )ig)lig)ted .)ere relevant0

Usin( .ind and $e"lace

Locatin( data usin( .ind10 ,ro! t)e -dit !enu select 5ind 0

%0 -)e 'ind dialog bo/ .ill be displayed

30 -ype .)at you are loo ing for in t)e 'ind ,hat bo/ >see belo.?0

&0 Clic on t)e 5ind :e t button0

50 epeat t)e step above to scroll t)roug) all !atc)ing records0

t%er o+tions in t%e Find dialo$ bo )ook In Allo.s you to specify .)ic) part of t)e database to searc) >selectt)e eld na!e to searc) t)e eld or t)e table or for! na!e to searc) allrecords?0

Match Allo.s you to specify .)et)er to !atc) ,hole 'ield >t)e entirecontents of t)e 'ind ,hat bo/ !ust e/actly !atc) t)e entire contents of t)e

eld? or #ny )art of 'ield >contents of t)e 'ind ,hat bo/ !ust e/actly !atc)any part of t)e eld? or Start of 'ield >t)e contents of t)e ,ind )at bo/ !uste/actly !atc) t)e beginning of t)e eld?0



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Match &ase -ic t)is to nd only records .)ere upper and lo.er case letters!atc) corresponding letters in your 'ind ,hat bo/0

earch Specify .)et)er to searc) 3p >records previous to t)e currentrecord?2 Down >records follo.ing t)e current record? or #ll 0

$e"lacin( field contentst is possible not only to searc) for your data but also to replace t)at data .it)

an alternative0 -)is allo.s c)anges to be !ade =uic ly and easily0

10 ,ro! t)e -dit !enu select +eplace 0-)e Replace dialog bo/ .ill be displayed >see belo.?0 :otice t)esi!ilarities .it) t)e 'ind dialog bo/0

%0 Co!plete t)e dialog bo/ as for t)e 'ind dialog bo/ >see previous page? tospecify t)e te/t you .is) to nd0

30 'nter t)e ne. te/t >.it) .)ic) to replace t)e te/t in t)e 'ind ,hat bo/? in

t)e Replace ,ith

bo/0&0 -o replace speci c instances of t)e searc) ter!

(se t)e 5ind :e t button to scroll t)roug) your records0 ,or eac) ite! you .is) to c)ange2 clic on +eplace 0-o replace all instances of t)e searc) ter! Clic on +eplace All.

!el"ful hint#

Use t&e $e"lace All comman$ 'it& e.t%eme caution You cannot un$o t&e $e"lace All comman$ 8

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.ilterin( records in a table or for&,ilters and =ueries are tools t)at can be used to create a custo! vie. of yourdata t)at includes or e/cludes records according to speci c criteria0 A 'ilter can be used to te!porarily c)ange t)e set of records you are vie.ing .)ile atable or for! is open0

(nli e t)e 'ind function2 .)ic) only operates on one criterion2 'ilters enable you to generate lists of records based on several criteria in one or several

elds0

.ilter b- selection

-)is ,ilter displays only t)ose records t)at )ave a speci c value in a particulareld0

10 Clic in t)e eld containing t)e value you .ant to nd0

%0 ,ro! t)e Records !enu select 5ilter and t)en 5ilter b$ election .

Only records .)ic) contain t)e sa!e value in t)e sa!e eld as t)e one youselected .ill be displayed and all ot)er records .ill be )idden0

ExampleClic in t)e urna'e eld of a record .)ere t)e surna!e is FS!it)< and t)enuse t)e 5ilter b$ election co!!and0 Only records .it) t)e .ord S!it) int)e Surname eld .ill be displayed0

!el"ful hint#&en %eco%$s a%e +i#te%e$/ 8 Fi#te%e$ 9 a((ea%s ne.t to t&e tota# numbe% o+ %eco%$s at t&e bottom o+ t&e

$atas&eet o% +o%m

.ilter e9cludin( selection-)is filter e/cludes records t)at )ave a speci c value in a particular eld0

-o apply t)is filter2 follo. t)e instructions for 'ilter by Selection >above? butselect 5ilter cluding election fro! t)e 'ilter sub!enu0

.ilter b- for&Jere you select values in t)e re=uired elds to lter data in several elds0

10 ,ro! t)e Records !enu select 5ilter and t)en 5ilter b$ 5or'7 or clic on

t)e toolbar button 0

%0 A blan datas)eet >.)en ltering a table? or for! >.)en ltering a for!?.ill appear .it) a Look 'or tab at t)e botto!0

30 -)e filter for! .ill usually display t)e !ost recent criteria entered0 -oensure t)at all previous criteria )ave been cleared before creating a ne.



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lter2 select &lear Grid fro! t)e -dit !enu2 or clic on t)e toolbar button0

&0 -ype any criteria you .ant to !atc) in t)e relevant elds0 -yping criteriain !ore t)an one eld .ill !ean t)at records .ill )ave to !atc) all t)ecriteria you enter0

50 -o add alternative criteria t)at t)e records could !atc)2 clic on t)e /r tabat t)e botto! of t)e for! or datas)eet0 A second for! or datas)eet .illappear for you to enter additional criteria0

60 ,ro! t)e 'ilter !enu select Appl$ 5ilter* ort 2 or clic on t)e toolbar

button 0

-)e records t)at !atc) t)e criteria you )ave speci ed .ill be displayed0

Example10 Clic on object for!s and open t)e for! Customers .

%0 (se 5ilter b$ for' fro! t)e Records !enu0

30 -ype F ales +epresentati#e in t)e title eld and F Ger'an$ in t)e

country eld >see t)e screen capture above?0&0 Clic on t)e /r tab and type F ?- in t)e country eld0

50 Apply t)e filter0

60 -)is ,ilter .ill display sales representatives fro! #er!any and allcusto!ers fro! t)e ( 0

!el"ful hint# Access automatica##, (#aces $oub#e :uote ma%1s :; a%oun$ c%ite%ia te.t Fo% mo%e in+o%mation about usingc%ite%ia/ see C%ite%iaon (age 3;

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Criteria#iven belo. are a range of so!e of t)e possible criteria t)at can be used in=ueries and filters0 -)is is by no !eans an e/)austive list see #ccess "elpfor !ore infor!ation0

:ote t)at in certain elds it is only possible to de ne criteria !atc)ing t)edata type in t)at eld0 ,or e/a!ple2 it is only possible to specify a particulardate or range of dates in a date eld and to specify a particular nu!ber orrange of nu!bers in a nu!ber eld0 Access .ill .arn you if you atte!pt toenter an inappropriate criterion in a eld0

Dates and nu&bers-o nd records !atc)ing a speci c date or nu!ber or a range of dates ornu!bers

,o ;nd ,$pe a'ple "ispla$s

'/act !atc) Ndate or nu!ber 1&G+%G+3 1&G+%G+3

#reatert)an

PNdate or nu!ber P1++ 1+1 and up

@ess t)an QNdate or nu!ber Q1++ up to $$

#reatert)an ore=ual to

PRNdate or nu!ber PR1&G+%G+3 after and including1&G1+G+3

@ess t)an ore=ual to

QRNdate or nu!ber QR1++ up to andincluding 1++

it)in aninclusiverange

bet.een Ndate ornu!berand Ndate or nu!ber

et.een 1 and5

12 %2 32 &2 5

Te9t-o nd records .)ic) contain certain te/t >a particular .ord or .ords orco!bination of letters?0

,o ;nd ,$pe a'ple

"ispla$s

'/act !atc) Nte/t Cat Cat

-e/t begins .it)Nte/t follo.ed

by any letters0

Nte/t L CaL &a t and &a nary

-e/t occursany.)ere .it)in

LNte/tL

LSalesL Assistant ales Agent2 ales

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t)e eld Manager etc0

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1ull fields-o nd records for .)ic) a certain eld is blan-ype F Is :ull in t)e relevant eld0

-o nd only records for .)ic) a certain eld contains data >isn

Access Using Manual

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