آموزش کامل Access 2003-En

[A M I R]

[h=2]Viewing and Adding Table Records

[h=3]Enter/Add a Table Record in Datasheet View

Each record in a table is represented by a row. Field names are represented as columns

in the table. To add a new record, navigate to the last row in the table -- it is a blank

row -- or click the new record button in the Status Area. Then, input the requested

information into each field in the new record. In this lesson, you will add a new record to the Contact Table.




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[h=2]Viewing and Adding Table Records

[h=5]To Enter/Add a Table Record in Datasheet View:

• If not already displayed, open the Contacts table in the Contact Management database.

• Click on the New Record button to display a blank row for data entry

• Moving left to right across the screen, type the requested information into each field
• of the record. If the field label reads, First Name, type the first name of the individual being entered into the table.

• Press the Tab key to move from one field to the next, or left-click with your mouse in the next field.

• 
• Complete entries in the remaining form fields: Last Name, Company, Address, City, State/Province,
• Postal Code, Country, Title, Work Phone, Work Extension, Mobile
• Phone, Fax Number, Contact Type, Email Name, Referred By, and Notes pertaining to the contact.

Press the Tab key at the last column to start another record, or click the New Record button again.

Saving Your Work: Information in a table is saved automatically when the mouse, an

arrow key, the Tab key, or the Enter key is used to move the cursor out of that row and into a different record.

You can manually save data being entered for a record as you work your way across the different

fields in the record -- there are many fields in the record. Choose Records

Save on the

standard toolbar to save data without moving the cursor out of the record's row.
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[h=2]Viewing and Adding Table Records

[h=3]Resizing table columns
Adjusting a column width in Access is similar to Microsoft Excel. By default, each column in

Access is 15.6667 characters wide. Each individual column can be enlarged to 363 characters wide.

When entering records, you may need to resize columns to view the information as it is being

typed. The width of an address column, for example, might be smaller than the actual

address. You can adjust the column width of any field so it is wide enough to view the complete field entry.

In Access, you can adjust column width manually, use AutoFit, or use the menu bar.
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[h=2]Viewing and Adding Table Records

[h=5]Manually adjust a column width:

• Place your mouse pointer to the right side of the gray column header.

• The mouse pointer changes to the adjustment tool (double-headed arrow).
  
  
  
  
  
• Drag the Adjustment tool left or right to the desired width and release the mouse button.
  
  
  

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[h=2]Viewing and Adding Table Records

[h=3]Resizing table columns (continued)
[h=5]Adjusting the Column Width Using the Menu Bar:

[h=5]Adjusting the Column Width Using the Menu Bar:

• Click anywhere in the column where the column width is to be changed.

• Choose Format
  
  Column Width on the standard toolbar.

• Type a new specification in the Column Width field.

• Click the OK button to accept the change.

[h=5]AutoFit the column width:

• Place your mouse pointer to the right side of the column header.

• The mouse pointer changes to the adjustment tool (double-headed arrow).

• Double-click the column header border.

• Access "AutoFits" the column, making the entire column slightly larger than the largest entry contained in it.

To access AutoFit from the menu bar, choose Format

Column Width, and then check the Best Fit checkbox.





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[h=2]Viewing and Adding Table Records

[h=3]Adjusting row height

Each row in Access defaults to a height of 12.75 but can be enlarged to 1638. Changing the

height of a row is similar to adjusting a column width with two exceptions: 1) a row height

change applies to all the rows in a table, and 2) auto-fit is not available at the row level.



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[h=2]Viewing and Adding Table Records

[h=5]To Adjust the Row Height:

• Choose Format
  
  Row Height on the standard toolbar.
  
  
  
• Type a new specification in the Row Height field.
  
  
  

• Click the OK button to accept the change
• .

Saving Your Work: If you changed the table layout, you will be prompted to save the changes when you exit Microsoft Access.




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[h=2]Viewing and Adding Table Records

[h=3]Challenge!

• Open the Expenses database you created with the database wizard in lesson 6.
• Open the Employees table in Datasheet View and input the following records in the proper fields:
• 
  
  
  
  
  
  

Joe Smith, 44 Highhouse Road, Cary, NC 27513, United States, 111-11-1111

(Social Security Number), 40 (Employee Number), Salesperson (Title), 919-555-1212 (Work Phone), and 100 (Extension).


Jane Allen, 123 Atlantic Avenue, Raleigh, NC 27516, United States, 222-22-2222

(Social Security Number), 56 (Employee Number), Director of Sales (Title), 919-555-1234 (Work Phone), and 200 (Extension).


Pete Moss, 567 Helix Court, Raleigh, NC 27606, United States, 333-33-3333

(Social Security Number), 75 (Employee Number), Clerk (Title), 919-555-5678 (Work Phone), and 300 (Extension).

• Resize the Social Security Number column using the menu bar method.

• Resize the Employee Number column using the manual adjust method.

• Resize the State/Province column using the auto-fit method.

• Save and close the document

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[A M I R]

[h=2]Editing and Deleting Table Records

[h=3]Introduction [h=4]By the end of this lesson, learners should be able to:

• Edit a field in a table record in Datasheet View

• Cut, copy, and paste table records

• Use the Undo feature

• Check the spelling of data

• Delete table records

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[h=2]Editing and Deleting Table Records

[h=3]Editing a Table Record in Datasheet View

Information in a record is likely to change over time, when someone moves from one address to

another, or when someone else changes his or her phone number. Information can be changed in any field of any table record.



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[h=2]Editing and Deleting Table Records

[h=5]To Edit a Single Word in a Field:

Move the mouse over the field you want to edit. The mouse pointer changes to an I-beam.



To add characters to the field information

(e.g., a letter needs to be added to a word), click once in the field at the spot where the information needs to be changed. An insertion point | appears.


To overwrite a word in the field


(e.g., "Road" needs to change to "Street"), double-click (or click-and-drag across the word) on

the word in the field. Type the new information directly over the highlighted word.

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[h=2]Editing and Deleting Table Records

[h=5]To Edit an Entire Field:

Sometimes, you will need to change the entire contents of a field (e.g., someone has a new address). In Access, you can select an entire field for editing.

• Move the mouse pointer to the left edge of the field you want to edit.

• The mouse pointer changes to a selection tool, a large cross.

• Click to select the field.

• Type the new information.

Warning! When attempting to edit an entire field, be careful not to

move the mouse pointer so far to the left that you click on the Record

Selector (pointer changes to an arrow pointing right) and select the

entire record. In Access, you cannot edit fields when the entire record selected.

Saving Your Work: Unlike the Word, Excel, or PowerPoint

applications, you will not be prompted to save the data you entered

when you exit the screen or close application. In Access, each record

is saved automatically when you move to another record.
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[h=2]Editing and Deleting Table Records

[h=3]Cutting, Copying, and Pasting Table Records

Cut, Copy, and Paste are very useful operations in Microsoft products, including

Access 2003. These operations allow you to quickly copy and/or cut information in

fields for pasting into other fields. These operations save you a lot of time from having

to type and retype the same information.


The Cut, Copy, and Paste buttons are located on the Standard toolbar.

The Cut, Copy, and Paste operations also appear as choices in the Edit menu:

The Cut, Copy, and Paste operations can also be performed through shortcut keys:

Cut	Ctrl + X
Copy	Ctrl + C
Paste	Ctrl + V

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[h=2]Editing and Deleting Table Records

[h=3]Cutting, Copying, and Pasting Table Records (continued) [h=5]To Cut Data from a Table:

• Select the data that is to be cut from the table.

• Click the Cut button on the Standard toolbar, or press the Ctrl + X shortcut keys, or choose Edit
  
  Cut from the standard toolbar.

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[h=2]Editing and Deleting Table Records

[h=5]To Copy Data in a Table:

• Select the table data that is to be copied.

• Click the Copy button on the Standard toolbar, or press the Ctrl + C shortcut keys, or choose Edit
  
  Copy from the standard toolbar.
  
  
  

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[h=2]Editing and Deleting Table Records

[h=5]To Paste Data in a Table:

• Perform either a cut or copy operation on the selected data.

• Position the mouse pointer over the field where the information is to be pasted.

• Click the Paste button on the standard toolbar, or press the Ctrl + V shortcut keys, or choose Edit
  
  Paste from the standard toolbar.
• 
  
  
  

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[h=2]Editing and Deleting Table Records

[h=3]Using the Undo Feature

There might be occasions when you do something to a table -- type the wrong number

in a cell, for example -- that you didn't mean to do. Fortunately, you can undo an operation

in Access 2003. The Undo operation recovers the last single action performed.


Certain rules govern use of the Undo feature. First, the record needs to be edited in Datasheet View. Also, Undo becomes unavailable when:

• A different field is edited (Undo of the last field edit cannot be performed).

• A different record is edited (Undo of the last saved record cannot be performed).

• A different window is displayed.

• A ****** is applied or removed (******s are discussed in a later lesson.)

To Undo the Last Change to the Current Field, use one of the following methods:

• Click the Undo button on the Standard toolbar.

• Choose Edit
  
  Undo Current Field/Record from the menu bar.

• Press the Esc key on the keyboard.

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[h=2]Editing and Deleting Table Records

[h=3]Check the Spelling of Data




Spelling data correctly in Microsoft Access is essential. Sloppy data-entry work -- the customer

name Smithsson is mistakenly typed when the name is actually Smithson -- can potentially leave

the contact out of future queries or reports. The Spelling Check feature searches for spelling

errors in a table, form, or query. In a table, Spelling Check specifically checks the spelling of

records, fields, or text within a field.

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[A M I R]

[h=2]Editing and Deleting Table Records

[h=5]To Check Spelling in a Table:



Click on the Spelling button , or choose Tools

Spelling from the menu bar, or

press the F7 shortcut key. The Spelling dialog box opens.

• 
• Access provides an alert whenever a word is found that is not in the Dictionary file. The
• unrecognized word is displayed in the Not in Dictionary text box.

• Correct the word either by performing any of the following actions

• Type the correct word in the Change To field

• Click the Ignore button to ignore the change and move to the next word

• Highlight the correct word from a list of Suggestions and click the Change button

• Click the Add to add the word to the custom dictionary.

A notification dialog box is opened when Access completes the spelling check. Click the OK button to close the dialog box.

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[h=2]Editing and Deleting Table Records

[h=3]Deleting Table Records

One or more table records can be deleted from an


Access table at any time while in Datasheet View.

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