Microsoft Office Tutorials and References
In Depth Information
Working with Records
Chapter 18
Creating an Access Database
If you are in Datasheet View, and you want
to delete an entire record, click the mouse
on the small box to the left of the first field.
If you were looking at this in Excel, it would
be the row number. See Figure 18-23. Then
press the Delete key or choose Home>
Records>Delete. Access displays a
confirmation message. Use caution!! Once you
delete a record, you cannot undo it. Click
Yes if you really want to delete the record.
arrow. From the resulting menu seen in
Figure 18-24, choose Delete Record. Access
displays a confirmation message. Use
caution!! Once you delete a record, you cannot
undo it. Click Yes if you really want to
delete the record.
Record selection box
Figure 18-24
Deleting records in Form View.
Tip
If any of the information in the record
you are deleting is tied to other tables in
the database, the confirmation message
warns you that deleting this record will
also affect those tables.
Figure 18-23
A selected record.
If you are in Form View and you want to
delete only the data in one field of a single
record, display the record and drag your
mouse across the field data you want to
delete. Then either press the Delete key or
choose Home>Records>Delete. No warning
is given, and the field empties. You can
undo (Ctrl+Z) this if you deleted the wrong
field information.
Finding Records
When you have a lot of records in your database,
it sometimes becomes difficult to find the one
you’re looking for. Access provides two methods
to help you locate a particular piece of
information. In one method, the fastest one, you just
start typing at the bottom of the Datasheet
window, in the Search box. See Figure 18-25. You can
use this from the Datasheet or the Form View. As
you type, Access jumps to the first record that
matches what you typed.
If you are in Form View and you want to
delete an entire record, display the record
you want to delete, press the Tab key, which
highlights the next available field. Then
choose Home>Records and click the Delete
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