EDITING A DATABASE - Once Access is loaded and the database file is accessed, you can open a table and edit records.

To open a table:

Select File, Open Database or Click Open Database icon (2nd icon on toolbar)

Select the table you want to use

          Select Open

When a table is opened, Access will display only as many records as will fit on the screen. The actual number of records contained in the table will be displayed in the status bar at the botton of the screen. To view as many records as possible, maximize the window.

To enter the Edit mode:

Position the cursor on the field

Press F2 (toggles between Navigation and Edit modes)

CHANGING FIELD PROPERTIES - field properties including Format, Default Value, Validation Rule, etc. can be changed anytime after the initial table design is entered. To return to the Table Design mode:

Choose View, Table Design or click Design View icon (1st icon on toolbar after db is opened)

Press F1 for help after cursor is on any property to learn more about that field property

Make any changes

Save new design

DELETING RECORDS - the Edit mode must be activated before records can be deleted

To select a record for deletion:

        Move to the record

        Choose Edit, Select Record or Shft+Spacebar and click when you get the ->

        Choose Edit, Delete

        Select OK

OCATING INFORMATION (FINDING AND REPLACING) IN A TABLE - a quick and efficient method of locating information in a large table is to use the Find command on the Edit menu:

Move to the field you wish to search

Choose Edit, Find or click binocular icon

Type the field value

Click Find, First

Click Find, Next for additional occurances

USING UNDO - to quickly undo a change made to a record (the last change made):

        Choose Edit, Undo Current Record or click Undo icon

INSERTING A FIELD/RESTRUCTURING A TABLE - to add, delete or change any part of the original design of the table structure.

Choose View, Table Design or click Design View icon

Choose Edit, Insert Row to add a field; Edit, Delete Row to take out a field, etc

Save Changes

CREATING VALIDITY CHECKS - to restrict data entry in a field, validity checks can be set in a field property while in the Table Design mode. Validity checks are set in the validation rule, or validation test property by entering an expression to describe acceptable values.

To create a Validation Rule and Validation Text:

Click the Validation Rule property

Type your rule (i.e. ="M" or "F")

Click the Validation Text property

Type your text (Must be M for Male or F for Female)

HIDING AND REDISPLAYING FIELDS – you can hide fields when viewing a large table.

Highlight the columns you want to hide

Click Format, Hide

To bring the fields back into view:

Click Format, Unhide Columns

Click back the columns you want to see

SORTING THE TABLE – you can see the table in order by using any field or combination of fields if in adjacent order (next to each other) using the sort ascending or descending icons.

Click in the field you would like the table to be sorted by (or highlight a group of fields)

Click the appropriate sort icon (AZ or ZA)

CREATING A FORM – forms are database objects based on an underlying table used to simplify onscreen data entry.

You can create onscreen forms that replicate familiar paper and pencil forms. In many instances, you can create the form in such a way that an entire record can be viewed at a glance. This makes the table easier to view and use.

Forms are linked to the underlying table through controls. A text box is the most common type of control. The text box contains the table information. In forms, each text box is attached to a label, which tells what the field name is. This type of a control is called a compound control.

Once a control is selected, it can be sized to display more information or moved to a more appropriate location.

To create a form using the Form Wizard:

Click on Forms, New, Form Wizard

Make Selections, Click Next

Click Finish

Go to record that you want to print

File, Print

Click Selected Record option button

OK