Transcript ACC_PPT_Lesson02

Lesson 2 – Viewing and Modifying Records
Data
THE
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PROFESSIONAL
APPROACH
SERIES
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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.
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3
Modifying Recordsets in a Table
Exercises
– Open a Database
– Edit Fields in a Table
– Add a Record in a Table
– Delete a Record in a Table
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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
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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
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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
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7
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
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8
Deleting a Record in a Table
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Modifying Recordsets Through a
Query
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Exercises
– Edit Fields Through a Query
– Add a Record Through a Query
– Delete a Record Through a Query
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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
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11
Edit Fields Through a Query
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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)
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Delete a Record Through a Query
• Queries can be used to delete records to a
Table
• The same methods used to delete records
to a Table also work with Queries
• Pressing the Refresh button
will sink a
Query and its underlying Table(s)
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14
Using Office Edit Tools
Exercises
– Use AutoCorrect
– Use Copy, Paste, and the Office
Clipboard
– Using Undo
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Use AutoCorrect
• All Office applications
share the same
AutoCorrect settings
• Customizable
• Corrections made by
AutoCorrect can be
reversed
• To change setting
press the Office
button
and
Proofing
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Use AutoCorrect
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Use Copy, Paste, and the Office
Clipboard
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• All Office applications share the same
Clipboard
• Used to perform multiple copy and pastes
• Clipboard is cleared after the last Office
application is closed
• Copy and Paste methods:
– Copy command
and Paste command
– Keystroke – Copy
and Paste
– Right-click menu and select Copy or Paste
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Use Copy, Paste, and the Office
Clipboard
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Use Undo
• Affect fields, records, major objects
• Can’t be used to undo a deletion of a
record
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Viewing and Modifying Recordsets
through a Form
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Exercises
– Navigate through a Form
– Edit Fields through a Form
– Add Records through a Form
– Delete Records through a Form
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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
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Navigate Through a Form
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Edit Fields Through a Form
• Can use the same methods as used for Tables
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Add Records Through a Form
• Can use the same methods as used for Tables
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Delete Records Through a Form
• Can use the same methods as used for Tables
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Managing Attachments
Exercises
– Attach an Image
– Extract an Image from the Database
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Attach an Image
• Records can store images and documents
• Limited to 256 MB in size
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Attach an Image
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Extract an Image from the
Database
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• Extracting creates a copy of the image to
be save outside the database
• Deleting removes the image from the
record
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Previewing, Printing and Saving
Data Using a Report
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Exercises
– Preview a Report
– Print a Report
– Save a Report
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Preview a Report
• Reports are designed to view data on paper
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Print a Report
• Can print in Landscape or Portrait orientation
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Save a Report
• Can save to file in the PDF or XPS formats
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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.
• When editing a record, you can insert text or use
the Overtype mode to key over existing data.
• AutoCorrect corrects commonly misspelled
words.
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Lesson 2 Summary
• Click the Undo button to restore the previously
deleted text.
• You can attach an image or document file to a
record.
• Print Preview displays on the screen how an
object will be printed.
• A published object can be viewed or printed at a
later time.
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