You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-424: Access 2013 Topics : Build tables (25–30%) :
Manage records •Update records, add new records, delete records, append records from external data, find and replace data, sort records, filter records, group records
Update records, add new records, delete records
Deleting a field
- Right-click the heading for that field column.
- From the resulting pop-up menu, choose Delete Field.
Inserting a field With the field-challenged table open, follow these steps to add the field
- In Datasheet view, find the field heading aptly called Click to Add . The column is typically placed at the end of your existing fields — so be prepared to scroll all the way to the end to see it.
- Click the instructional Click to Add heading you found in Step 1. A pop-up menu appears, from which you can choose the type of field this new field will be,
- Choose a field type from the list. The new field appears, entitled Field1, and the Click to Add column moves over one column. Field1 is highlighted and awaiting your new name for it,
- Type the name of your new field and press Enter. Your new field is created.
- To rearrange your fields so the new field is where you want it to be among the existing fields, click the heading of the field column you just created — and then click again. On the first click, the entire column is highlighted, and the black down-pointing arrow changes to a left-pointing white arrow. On the second click, the arrow acquires a small box just below it, indicating that you’re ready to move the column.
- Drag to the left or right depending on where you want to drop your new field. A thick vertical line follows you, indicating where the field will appear as soon as you release the mouse button
- When you’re happy with the intended location of the field, release the mouse button.
Change Data Type: all fields created in Datasheet view are Text fields. you can change the Data Type (as well as other settings) for the new field by doing the following:
- With the field selected, click the Ribbon’s Fields tab from the Table Tools group,
- In the Formatting section of the tab, click the Data Type drop-down arrow.
- Choose a format — Short Text, Date/Time, Currency, Hyperlink, whatever — from the resulting list,
Modifying Field Content :
- To change something inside a record, follow these steps: 1. Scroll through the table until you find the record that needs some adjusting.
- Click the field (the individual cell in the table) that you want to change. The blinking line cursor pops into the field. If your mouse has a wheel button, use the wheel to take a quick spin through the table. (For such a small innovation, that wheel is a big timesaver!)
- Change the field. What you change and how you change it is up to you:
- Replace the entire field: Press F2 to highlight the data and then type the new information. The new entry replaces the old one.
- Repair a portion of the data in a field: Click the field and then use the right and left arrow keys to position the cursor exactly where you want to make the change.
- Remove or add characters: Press Backspace to remove characters to the left of the cursor; press Delete to remove characters to the right. Insert new characters by typing. If you’re in a time/date field and want to insert the current date, press Ctrl+; (semicolon). To insert the current time, press Ctrl+Shift+; (semicolon). If you change your mind and want to restore the original data, press Esc or Ctrl+Z to cancel your edits.
- 4. When you’re finished with the record, press Enter to save your changes. Don’t press Enter until you’re positive about the changes you typed. After you save them, the old data is gone — you can’t go back.
append records from external data
find and replace data
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