Transcript professional approach

Lesson 2 – Viewing and Modifying Records
Data
THE
M
PROFESSIONAL
APPROACH
SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
I
C
R
O
S
O
F
T
ACCESS
2007
®
2
Lesson Objectives
• Modify recordsets in a table.
• Modify recordsets through a query.
• Use Office edit tools.
• View and modify recordsets through a form.
• Manage attachments.
• Preview, print, and save data using a report.
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
3
Open a Database
• Determine the location of your database
– Move the database to a reliable workspace
• Rename the database
• Before working, verify that the file is not
Read-Only
• Enable the database
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
4
Edit Fields in a Table
• Edit data in the Datasheet View of a table
• Record Selector
– Pencil icon – Adding or Editing data
• Work is automatically saved when you leave the
record
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
5
Add a Record in a Table
• Add records in the Datasheet View of a table
• Records are added at the bottom of the table
• Add new records by:
–
–
–
–
Right-clicking a record and selecting New Record
New Record command
Navigation buttons
Keystroke
• Record Selector
– Asterisk icon – Location of new record
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
6
Deleting a Record in a Table
• Delete records in the Datasheet View of a table
• Use Record Selectors to delete more than one
record at a time
• Delete records by:
– Right-clicking a record and selecting Delete Record
– Delete Record command
– Select record and press
or
• Cannot use Undo after a record has been
deleted
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
7
Deleting a Record in a Table
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
8
Edit Fields Through a Query
• All data is stored in a Table
• Queries can modify data that is stored in a
Table
• Queries do not have to show all fields in a
record
• Can use Insert or Overtype modes
– Toggle between the two by pressing
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
9
Edit Fields Through a Query
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
10
Add a Record Through a Query
• Queries can be used to add records to a
Table
• The same methods used to add records to
a Table also work with Queries
• Pressing the Refresh button
will sink a
Query and its underlying Table(s)
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
11
Navigate Through a Form
•
•
•
•
A form is a major object
Forms are optimized for the screen
You can enter, view, sort, and print data
Use same navigation buttons, scroll bars,
text editing features as a table
• Linked to a recordset
– Tables or Queries
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
12
Navigate Through a Form
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
13
Edit Fields Through a Form
• Can use the same methods as used for Tables
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
14
Add Records Through a Form
• Can use the same methods as used for Tables
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
15
Delete Records Through a Form
• Can use the same methods as used for Tables
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
16
Attach an Image
• Records can store images and documents
• Limited to 256 MB in size
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
17
Attach an Image
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
18
Preview a Report
• Reports are designed to view data on paper
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
19
Print a Report
• Can print in Landscape or Portrait orientation
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
20
Save a Report
• Can save to file in the PDF or XPS formats
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
21
Lesson 2 Summary
• Access automatically saves changes to a record
when you move the insertion point to another
record.
• Records are stored in tables.
• Records in an Access database can be added,
edited, and deleted in a table, through a query,
or through a form.
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.