1. Pasewark & Pasewark Microsoft Office XP: Introductory Course 1 INTRODUCTORY MICROSOFT ACCESS Lesson 2 – Manipulating Data

2. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 2 Objectives Edit a record and undo a change. Select records and fields. Delete a record. Cut, copy, and paste data. Change the layout of a datasheet.

3. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 3 Terms Used in This Lesson Field properties Field selectors Record pointer Record selectors

4. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 4 Editing a Record Use the Navigation buttons to make editing easier. Use the Record Pointer to keep track of the current record. See Figure 2-1 in student book, Navigation buttons

5. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 5 Selecting Records and Fields Field selectors are at the top of a table and contain the field name. Record selectors are to the left of a record’s first field. See Figure 2-2 in the book, Record and field selectors

6. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 6 Deleting a Record Select the record. Choose Delete Record on the Edit menu, or press the Delete key. A message box appears. Click Yes to permanently delete the record or No to cancel the deletion. See Figure 2-4 in student book, Message warning you that you are about to delete a record

7. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 7 Cutting, Copying, and Pasting Data Select the record. Choose Cut or Copy on the Edit menu, or click the Cut or Copy buttons on the toolbar. Choose Paste on the Edit menu, or click the Paste button on the toolbar.

8. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 8 Changing the Layout of a Datasheet Change row height – position the pointer, click and drag to adjust the row height. Change column width – position the pointer, click and drag to adjust the column width. Rearrange fields/columns – click and drag the field selector to the new location. Freeze columns – select the columns to freeze, choose Freeze Columns on the Format menu. Unfreeze columns – choose Unfreeze All Columns on the Format menu.

9. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 9 Changing Field Properties Field properties allow you to further customize a field beyond choosing a data type. You can view and change field properties in Design view. See Figure 2-10 in student book, Field properties in Design view

10. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 10 Summary The navigation buttons are used to move around the datasheet. To undo changes to cells while keying, click the Undo button; if you have already moved to the next cell, press Esc; to reverse all changes to the previous record, choose Undo Saved Record on the Edit menu. To delete a record, use the Delete Record command or press the Delete key.

11. Access – Lesson 2 Microsoft Office XP: Introductory Course Pasewark & Pasewark 11 Summary Cut, Copy, and Paste are available in Datasheet view to move and copy data. You can make many changes to a datasheet by adjusting the row height and column width. You can also rearrange and freeze columns. Field properties allow you to further customize a field beyond merely choosing a data type.