Contents
The Access 2007 Interface
Keyboard Shortcuts in Access 2007
How to Create New Databases and Open Existing Databases
How to Save and Close Databases
The Four Types of Access Objects
How to Navigate the Access
Work Space
How to Navigate Access Datasheets
Access Views
How to Print Access Objects
How to Create Tables
How to Populate Tables
How to Create Access Forms
How to Build Access Queries
How to Create Access Reports
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How to Navigate Access Datasheets
Though you’ll likely encounter datasheets most often when working with tables, Access queries and forms can also have their own datasheets. The following guidelines show you how to find your way around any datasheet you encounter. They apply to viewing datasheets in Datasheet view, the default Access view (for more on Access views, including how to change views, see Access Views).
The Datasheet Navigation Bar
The bottom left corner of all Access datasheets contains a horizontal navigation bar that you can use to perform several of the most common data-entry commands.
- Click on these arrows to skip from record to record or to jump straight to the very first or last record in a datasheet. The box between these arrows shows which record your cursor is currently in.
- Click this arrow to add a new record to the current datasheet. Access automatically adds the number of the record into the ID field (the first column). You can then begin typing directly into the record’s other fields.
- This box appears colored when the current datasheet has been filtered to show cells that meet certain criteria you specify. It says
when no filter has been applied. - This box lets you search through the records in the current datasheet. When you type in search terms and press Enter, your cursor will appear in the first cell in which Access finds your search terms. If your search terms appear in more than one cell, you can press Enter repeatedly to skip among those cells.
How to Enter and Edit Data in Datasheets
Entering and editing data manually into a datasheet is simple—just click on the cell at the intersection of the field and record that you’d like to enter or edit and begin typing. To move to the next field in a record, press Tab.
How to Select Data in Datasheets
You can select one or more cells by clicking and dragging your mouse over cells you’d like to select. Selecting cells is useful when applying filters or making formatting changes to datasheet data, such as font color.
- To select all of the cells in a specific field: Click on the title of the field (the top row of the field).
- To select several consecutive fields: Click on the title of one of the fields and then drag the mouse left or right to select additional fields.
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To select all of the cells in a specific record: Click on the record selector, the blue square
at the far left end of the record’s row. - To select several consecutive records: Click on the blue square at the left end of one of the records and drag the mouse up or down to select other records.
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To select all of the cells in a datasheet: Press Ctrl+A or click on the
tab in the top left corner of the datasheet.
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