Microsoft Office Tutorials and References
In Depth Information
Adding and Editing Records
Add an attachment by clicking the Add button; then navigate to the file and
click Open. Repeat to attach more files.
To view an attached file, open the Attachments dialog box, and double-click
the name of the attached file. The file opens in its native application, if that
application is available. (An .xls or .xlsx file opens in Excel, for example.)
You can change the file and save it. To save files to the database, be sure to
return to Access, click OK in the Attachments dialog box, and click Yes when
you’re asked whether you want to save your updates to the database.
The Save As and Save All buttons on the Attachments dialog box allow you
to save attachments to your hard drive or another location so that they can
be opened without opening the database.
It’s inevitable that sometimes, you want to delete data. Before you do that,
however, here’s a word to the wise:
You can’t click the Undo button to recover deleted data. Rather than deleting,
you may want to consider keeping old data in a new field.
With that caveat firmly in mind, you can delete a record by following these
1. Select the record you want to delete by clicking the record selector to
the left of it.
A record is a whole row of data.
2. Press the Delete key or click the Delete Record button.
Access asks you whether you’re sure that you want to delete the data.
3. Click the Yes button to delete.
The row you selected is deleted, and the data below the deleted row
moves up to fill the space.
Entering special characters
Occasionally, you need to enter characters that aren’t on your keyboard.
Access doesn’t provide an easy way to do that, but if you know how to find
the special character in another program, you may want to create it in that
program and then cut and paste it into Access. Otherwise, follow these steps:
1. Choose Start ➪ All Programs ➪ Accessories ➪ System Tools ➪ Character Map.
Alternatively, begin typing Character Map in the Start button’s Search
box and click it when it appears in the list of possibilities. (In Windows 8,
just begin typing Character Map .)