1. Chapter 9
Lesson 2 Notes

2. Using Datasheet View
Datasheet view displays a table in a datasheet where are in columns and are in rows. This view is useful for records and is often used when or data.
To open a table in Datasheet view, -click the table name in the Pane. You need to format the widths so that no information is truncated.
fields
records
comparing
sorting
filtering
double
Navigation
column

3. Using Datasheet View
The asterisk (*) that appears to the left of the row below the last record indicates where a record will appear. The gray box to the left of each record is a selector, which is used to make a record
The column borders, called , are used to change the width of a column. -click the boundary to size the column to exactly fit the data.
new
record
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boundaries
Double

4. Datasheet View
The order in which the fields appear in a datasheet are changed by a selected field to a new location.
Formatting can improve the of a datasheet. Use the Home tab to apply formats.
dragging
readability

5. Sorting Records
Placing records in a specified order is called Records can be sorted in either , A-Z and lowest to highest, or , Z-A and highest to lowest, order. To sort records in datasheet view, select the record and then click the arrow beside the field name.
sorting
ascending
descending
Drop-down

6. Sorting Records
Sorting a datasheet does not affect the order the records are displayed in a . To change the sort order of records on a form, click a field entry box and then click the appropriate sort button on the tab.
form
Home

7. Filtering Records
Displaying records based on specified criteria is called . When a filter is applied, records that do not meet the specified criteria are until the filter is removed.
To filter records based on the data in a field, click the to base the filter on and then click Filter or select the drop-down list beside the field name. Deselect the option to “ ”, then check the filter criteria.
To remove a filter, click the Home – Toggle Filter.
filtering
hidden
field
Home-
Select All

8. Previewing and Printing a Datasheet
To print from Access, Print each table before printing. Use the Print Preview ribbon to modify the printout before printing.
To print a specific record, select the records using the gray Selector buttons beside each record, and in the print dialog box choose Selected Records option to print.
Preview
Record

9. Modifying Tables and Updating Forms
To modify a table you must be in View. You can add new fields, modify field names, or delete fields. To delete a field, -click the field name and choose Rows.
Forms automatically update to reflect new field names, but new fields are not added. To include the changes, the old form must be and a new form for that table.
Design
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Delete
deleted
created

10. Updating and Deleting Records
Modifying a record is called . Make changes in either the or view of the table. To modify a hyperlink, click the link and choose Hyperlink-Edit Hyperlink.
To delete an active record, click -Delete-Delete Record.
updating
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datasheet
Right
Home

11. Importing Data
Importing data means that a file created in one application is for use by the receiving application. Importing data can be appended, or , to an existing table. To import data from Excel, click – Excel from the Import group. Select the workbook and then use the Import Spreadsheet Wizard to specify field names, primary key, and table name. To import data from a text file, click External Data-Text file.
converted
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External Data