Microsoft Office Tutorials and References
In Depth Information
Working with a Datasheet Full of Data
Status: Creates a Status field with the options Not Started, In
Progress, Completed, Deferred, and Waiting. Change these options
by switching to Design view and editing the Row Source property of
the lookup tab.
Tag: Creates a Tag field with multiple inputs: Tag 1, Tag 2, and Tag 3.
Change these options by switching to Design view and editing the Row
Source property of the lookup tab.
See Chapter 2 of this minibook for details on changing field properties.
Working with a Datasheet Full of Data
If you’ve inherited a database full of data, put lots of data into your database,
or created queries and displayed the results in datasheets, it’s reasonable
to expect that you may want to look at the data! You have lots of ways to
see your data in Access, which presumably is why you chose Access instead
of a spreadsheet program like Excel. Access lets you make your data more
approachable, with reports and queries that organize your data or let you
look at just part of it. Being able to get around a datasheet is a basic task,
and this section gives you a handle on it.
Double-click any table or query name in the Navigation Pane to display
the table or query in Datasheet view. (For more information about the
Navigation Pane and about opening database objects, see Book I, Chapter 2.)
Looking at a datasheet
A datasheet displays data in a table. It has rows (records), columns (fields),
and cells that hold individual pieces of data.
If you’re looking at a table in Design view and want to see data, click the
View button — the first button on both the Home and Design tabs of the
Ribbon — to see the table in Datasheet view. To return to Design view, click
the View button again. Also, you can click one of the View buttons in the
bottom-right corner of the Access window, if you find them to be more
convenient. To see a button’s name, let the cursor rest on it.
The important buttons in Datasheet view live on three tabs of the Ribbon:
Home: The Home tab contains tools that manage the data displayed in
the datasheet. Click those buttons to cut and paste, change the
appearance of data (font, color, justification, and so on), check spelling, filter
the data displayed, and find the specific data you’re looking for.
Fields: Fields is the first of the Table Tools tabs, which contain tools
for manipulating the database through the datasheet; the other is
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