© 2008 The McGraw-Hill Companies, Inc. All rights reserved. ACCESS 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 2 – Viewing and Modifying Records Data

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 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.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 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

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 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

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 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

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Deleting a Record in a Table

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Modifying Recordsets Through a Query Exercises –Edit Fields Through a Query –Add a Record Through a Query –Delete a Record Through a Query

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 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

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Edit Fields Through a Query

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 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)

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 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)

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Using Office Edit Tools Exercises –Use AutoCorrect –Use Copy, Paste, and the Office Clipboard –Using Undo

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 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

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Use AutoCorrect

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Use Copy, Paste, and the Office Clipboard 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

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Use Copy, Paste, and the Office Clipboard

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Use Undo Affect fields, records, major objects Can’t be used to undo a deletion of a record

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Viewing and Modifying Recordsets through a Form Exercises –Navigate through a Form –Edit Fields through a Form –Add Records through a Form –Delete Records through a Form

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 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

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Navigate Through a Form

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Edit Fields Through a Form Can use the same methods as used for Tables

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Add Records Through a Form Can use the same methods as used for Tables

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Delete Records Through a Form Can use the same methods as used for Tables

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Managing Attachments Exercises –Attach an Image –Extract an Image from the Database

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Attach an Image Records can store images and documents Limited to 256 MB in size

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Attach an Image

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Extract an Image from the Database Extracting creates a copy of the image to be save outside the database Deleting removes the image from the record

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Previewing, Printing and Saving Data Using a Report Exercises –Preview a Report –Print a Report –Save a Report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Preview a Report Reports are designed to view data on paper

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Print a Report Can print in Landscape or Portrait orientation

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Save a Report Can save to file in the PDF or XPS formats

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 34 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.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 35 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.