The Diagram Below Shows How You Can Move Between Records

Chapter 5 - Datasheets

Chapter 5 - Datasheets

5.1Moving Around a Table

The diagram below shows how you can move between records:

You can also use the keyboard to move around a table:

Key / When you use it
/ to go to the next field
+ / to go to the previous field
/ to go to the last field in the current record
/ to go to the first field in the current record
+ / to go to the last field in the last record
+ / to go to the first field in the first record
+ / to go to the same field in the first record
+ / to go to the same field in the last record

5.2Working with Records

Creating New Records

You can create new records using the new record row in a table. Two symbols are important when you create a new record:

You can quickly jump to the new record row using the methods shown in the table below:

Ribbon / Right-Click / Keyboard
 / / + =

Selecting Records

To be able to delete or copy records, you must first know how to select them:

Abandoning a Record

If you change your mind when creating a record you can choose to abandon it.

Deleting Records

To delete records from a table you must first select the records you want to delete, and then choose to delete them (you will be asked to confirm this):

Ribbon / Keyboard / Right Mouse
 / /

Copying Records

To copy records you must first select the ones you want to copy, and then choose to copy them:

Ribbon / Keyboard / Right Mouse
 / + C /

To paste the copied records, first select the new record row of the table and then choose to paste:

Ribbon / Keyboard / Right Mouse
 / + V /

5.3Sorting Records

When you initially go into a table, Access sorts it by primary key:

You can choose to sort by any other field. To do this:

1)Click on the field you want to sort by.

2)Choose to sort the records in ascending or descending order. The table below shows the options you can use to sort in ascending order:

Ribbon / Right Mouse
 /

3)You can see which columns have been used to sort the data as shown below:

Removing Sorting

You can remove sorting using the ribbon by choosing: 

5.4Filtering Records

Filtering a datasheet allows you to hide the records that you aren’t interested in seeing.

Applying Simple Filters

You can apply simple filters to each column in a datasheet, as shown in the diagram below:

Applying Complex Filters

Different data types have different complex filters. To apply one of these filters:

Removing Filters

You can clear filters from a single column, or from an entire datasheet.

5.5Formatting Datasheets

You can apply very basic formatting to a datasheet to improve its appearance. If you want to use more complex formatting techniques you should consider using reports.

Column Widths and Row Heights

You can change the width of columns and height of rows by clicking and dragging:

Moving Columns

You can change the order of columns in two stages:

Hiding and Unhiding Columns

You can hide and unhide columns, as shown in the diagram below:

Formatting Text

There are some very simple things that you can do to format the text in a datasheet. All of the following options are available on the tab of the ribbon:

Formatting Numbers

You can apply basic number formatting to fields that have an appropriate data type. The options for doing this are on the tab of the Ribbon.

Rich Text Formatting

You can apply more complex formatting to text in a memo field, as shown in the diagram below:

5.6Subdatasheets

When you have set up relationships in your database, you can use subdatasheets to enter information into more than one table at a time.