Working with Data in a Table File
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This document provides instructions for performing various tasks with data on an Access table, including adding, editing, and deleting records; formatting and freezing columns; sorting data; and searching for specific data values using wildcard characters. The tasks covered are adding records, editing field properties in table design view, deleting records, controlling column formatting through freezing, hiding, and unfreezing columns, sorting data in ascending and descending order, and finding data using wildcard characters.
Working with Data in a Table File
- 1. Working with Data on a Table
- 2. Objectives: At the end of this lesson will be able to: Add records on a table. Modify or edit fields on a table design. Delete records on a table. Control column formatting. Sort columns. Search for data on a table.
- 3. Add records on table 1. Activate the database window (you can do this by pressing F11) 2. Start entering the information on the datasheet view. 3. Complete Entering the all the information on the table.
- 4. Editing fields on a table design The design of an existing table can be modified to fit the requirements of the user. For example in the Student Table, we want the Date of Birth be displayed as 1-Jan-80 instead of 1/1/80. To modify a table design: a. Activate the Database Window b. From the menu select FILE/SAVE to save the changes c. From the menu select FILE/CLOSE to close the design view. d. Open the table now and note the changes you had made.
- 5. Editing fields on a table design
- 6. Delete records on a table Open the table in Datasheet view. Click the mouse on the record you want to delete.
- 7. Delete records on a table From the menu select EDIT / DELETE RECORD or from the keyboard press DELETE Microsoft Access will require information before deleting the record.
- 8. Column Formatting 1. Freeze / Unfreeze Columns When you have several fields in your table, some fields will not be visible on the screen. You have to use the horizontal scroll bar to view them.
- 9. Column Formatting When you use the scroll bar, the fields on the left disappear from view. There are cases where you want the first and the last fields to be both visible on the screen. For example, we want the FIRST NAME and GENDER to be displayed so you can enter the gender of the student. In this case you have to freeze the fields FIRST NAME on the screen. You can free one or more of the columns on a datasheet so that they can become the leftmost columns and are visible at all times no matter what where you scroll.
- 10. Freezing Columns Open a table in Datasheet view. Select the column you want to freeze. For example to freeze FIRSTNAME, click the mouse on any records in the First Name column. From the menu select FORMAT / FREEZE Columns.
- 11. Freezing Columns
- 12. Unfreezing Columns To unfreeze columns, select from the menu, FORMAT/UINFREEZE COLUMNS.
- 13. Hide / Unhide Columns Hiding the columns will remove the columns from display. However, this has no effect on the table design. When you hide a column, you cannot view it anymore using the horizontal scroll bar.
- 14. Hide / Unhide Columns A. Hide Columns 1. Select the column(s) you want to hide. 2. From the menu select FORMAT/HIDE COLUMNS B. Unhide Columns 1. From the menu, select FORMAT/HIDE COLUMNS
- 15. Sorting Data Open the table in datasheet view. Click the mouse on the field you want to view in order. To view the records in ascending order (from lowest to highest), from the toolbar click Or from the menu select RECORD/SORT/SORT ASCENDING
- 16. Sorting Data To view the records in ascending order (from lowest to highest), from the toolbar click or from the menu select RECORD/SORT/SORT DESCENDING. Note: to sort on multiple columns, highlight all the columns you want to sort before calling the sort command.
- 17. Finding Data You use wildcard characters as placeholders for other characters when you are specifying a value you want to find and you: a. Know the only part of the table. b. Want to find values that start with a specific letter or match a certain pattern.
- 18. Finding Data You can use the following characters in the Find Dialog Boxes.
- 19. Finding Specific occurrences of a value in a field You can find all occurrences of a specified value at once. 1. Open the table in Datasheet view. 2. Click the mouse on the field (Column) where you want to perform the search. For example, if you want to search for a student whose first name is “Al Balushi” click the mouse on Tribal Name.
- 20. Finding Specific occurrences of a value in a field 3. From the menu select EDIT ./ FIND or from the toolbar click.