آموزش کامل Access 2003-En

[A M I R]

[h=2]Editing and Deleting Table Records

[h=5]To Delete a Table Record:

• Locate the record to be deleted.

• Click the Record Selector to the left of the record's first field to select the entire record.
  
  
  
• Press the Delete key or click the Delete Record button on the toolbar.

• A dialog box is displayed to confirm that the record is to be deleted. Click the Yes button to complete the delete operation.
  
  
  

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[A M I R]

[h=2]Editing and Deleting Table Records

[h=3]Deleting Table Records (continued) [h=5]To Delete Multiple Consecutive Table Records:



Click the Record Selector to the left of the first record to be deleted, and then drag the cursor

up or down across multiple Record Selectors to select consecutive records.


(or hold the Shift key and click the Record Selector field in each consecutive record to be marked for delete.)

• Press the Delete key to mark the records for delete, click the Delete Record button, or choose Edit
  
  Delete from the menu bar.

• A dialog box is displayed to confirm the record(s) to be deleted. Click the Yes button to complete the delete operation.
  
  
  

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[A M I R]

[h=2]Editing and Deleting Table Records

[h=3]Challenge!



Open the Expenses database you created.



Edit the Jane Allen record by changing the word "Avenue" in the Street Address to "Road."

Navigate to the Joe Smith record, cut the City entry and then type "Apex" as the new City.



Copy Jane Allen's Work Phone and paste it in Pete Moss's Work Phone.



Delete the Joe Smith record



Save and close the document



.




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[A M I R]

[h=2]Adding Form Records

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

• Open a form using the Forms Object button

• Navigate through the Switchboard Menu

• Navigate through records in a form

• Add new records to the Contacts table

• Add new records to the Calls table

• Add new records to the Contact Types table

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[A M I R]

[h=2]Adding Form Records

[h=3]Opening Forms in the Contact Management Database


Forms can be opened several ways in the Contact Management database. When the

Contact Management database is first opened, a main switchboard of menu items

is automatically displayed. A form can also be displayed by opening it from the Forms object.


If a table has been defined to a database, it does not matter whether records are

inputted into the table using the Datasheet View discussed in lesson 7, or through

a data entry form presented in this lesson. Both methods update the same table.
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[A M I R]

[h=2]Adding Form Records

[h=5]To Open a Form from the Forms Object:

• Open the Contact Management database.

• In the database window, click on the Forms tab from the Object palette.
  
  
  
• In the right white pane, double-click the Contacts form

(You could also either click once on the Contacts form and then click the Open button, or you

could right-click on the Contacts form and select Open from the shortcut menu.

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[A M I R]

[h=2]Adding Form Records

[h=3]Using the Contact Management Main Switchboard
The Contact Management database has been created in such a way that you may never have

to access a table in Datasheet View. Forms have been created and linked together in a menu

structure to allow you to navigate quickly and easily to different forms. These forms collectively

retrieve information from or are used to input and update records in any given table in the

Contact Management database.



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[A M I R]

[h=2]Adding Form Records

[h=5]To Open a Form Using the Main Switchboard Form:

The Main Switchboard form automatically loads each time the Contact Management database is

opened. You can manage all the contact information in the database by using any of the forms linked to the Switchboard.


The Main Switchboard form lists five options:

• Enter/View Contacts is selected to enter contact information, or the specifics about a given phone call, in the database.

• Enter/View Other Information is an administrative function that allows you to define Contact Types (e.g., family, friends, relatives, etc.).

• Preview Reports provides access to different reports.

• Change Switchboard Items (will not be discussed in this course).

• Exit this database is selected to exit the Contact Management database.

[h=5]To display any of the Contact Management subforms:



Click on the option you want to access. For example, click on the Enter/View Contacts

menu selection to add new records to the Contact Management database.

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[A M I R]

[h=2]Adding Form Records

[h=3]The Contacts Table: Adding Records Using the Enter/View Contacts Form

The Contacts form is used to add or change information in the Contacts table. The only time the Contacts

form is blank is when the new table to which it is associated does not yet have any records added to

it. Otherwise, information reflecting the first record in the table is presented when the form is

displayed. When adding new records, you are required to input information in the required

fields of a blank data entry form.

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[A M I R]

[h=2]Adding Form Records

[h=5]To Add a Contact Record:

• Click on the New Record button to display a blank data entry form. A blank entry form is displayed.

• Type the requested information in each field on the form. If the field
• label reads, First Name, type the first name of the individual being entered into the database.

• Press Enter or Tab to move from one field to the next, or click in the field using your mouse.

• Complete entries in the remaining form fields: Last Name, Company (if applicable), Address, City, State/Province, Postal Code, Country, Title, Work
• Phone, Work Extension, Mobile Phone, and Fax Number fields.

• When finished entering information on this page, click the Page 2 button to display additional fields.

• On page 2, complete entries in the Contact Type, Email Name, Referred By, and Notes fields.
• 
  
  
  

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 or exit the form.

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[A M I R]

[h=2]Adding Form Records

[h=3]The Calls Table: Adding Records Using the Calls Form

The Calls form is used to add details about specific phone calls to the the Calls table. It is accessed by

using the Calls button on the Contacts form. If looking for a job, for instance, and several calls

are made to a company, then you can use the Calls table to record a history of notes about each phone call.

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[A M I R]

[h=2]Adding Form Records

[h=5]To Add a Call Record:

Click on the Calls button located at the bottom of the Contact form. The Calls form is displayed for data entry.

• Type the requested information in each field on the form. In the Call Date field, type the date of the phone call.

• Press Enter or Tab to move from one field to the next, or click in the field using your mouse.

• In the Call Time field, type the time of the phone call.

• In the Subject field, type a description that briefly describes the nature of the phone call.

• In the Call Notes field, type specific notes or action items discussed during the phone call.

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 or exit the form.


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[A M I R]

[h=2]Adding Form Records

[h=3]The Contact Types Table: Adding Records Using the Enter/View Contact Types Form

On page 2 of the Contacts form, a field appears called Contact Type. This field is a drop-down menu list

that contains only one entry -- Family -- when the Contact Management database is downloaded from

the GCFLearnFree.org® Training web site. This field tells the database that the record entered is a family member.

We previously talked about how you could separate your contacts into different

categories: Family, Friends, Relatives, Companies, and Recruiters, for example. The

Contact Types form, which provides input to the Contact Types table, accepts these definitions.



This form illustrates how different tables interact with each other in the database. When you

enter a new record in the Contact Types table, it will appear in the Contact Type field when

a record is added or changed using the Contacts form.
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[A M I R]

[h=2]Adding Form Records

[h=5]To display the Contact Type Form:

• Click once on the Enter/View Other Information menu selection on the Main Switchboard.
  
  
  
• Click once on the Enter/View Contact Types on the Switchboard subform to display the Contact Types form.
  
  
  

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[A M I R]

[h=2]Adding Form Records

[h=3]The Contact Type Table: Adding Records Using the Enter/View Contact Types Form (continued)

[h=5]To add a new Contact Type:

• Click on the New Record button to display a blank data entry form.
  
  (Do not type anything in the Contact Type ID field as it is the primary key.)
  
  
  
• Type the entry, Friends, in the Contact Type field.

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[A M I R]

[h=2]Adding Form Records

[h=3]Challenge!

• Open the Contact Management database.

• Use the Switchboard to navigate to the Contacts form and input the following new records:

• John Smith, 44 Smith Street, Garner, North Carolina, 27505, United States, 919-555-1111 (Work Phone)

• Martha Brinson, 175 Seltzer Street, Cary, North Carolina, 27560, United States, 919-222-1212 (Work Phone)

Michelle George, 45 Williams Street, Wendell, North Carolina, 26541, United States, 919-513-4634 (Work Phone)

Use the Switchboard to navigate to the Contact Types form and input the following new contact type records:

• Friend
• Relative
• Work
• Recruiter
• Company
• Network

Save and close the database.










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[A M I R]

[h=2]Editing Form Records

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

• Locate an existing form record

• Edit a form record

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[A M I R]

[h=2]Editing Form Records

[h=3]Using the Status Area to Navigate through Records in a Form:

Contact records need to be updated whenever information changes. Changes occur when people

move from one address to another, switch companies, or change phone numbers. In the Contact

Management database, you can change this information using the Contacts form.

Navigating through records in a form works very much like navigating through records in Datasheet

View. The Form View window contains a status area in the lower left corner. Use the arrows to navigate through the forms.

Click the arrows in the status area to move to the first record, previous record, next record, or last record in the table.

The new record button displays a blank form into which information for a new record can be added to the table.

Use the keyboard to navigate the fields in a form.

Key	Selects the
Tab	Next field to the right
Shift + Tab	Next field to the left
Down Arrow	Field below the current record
Up Arrow	Field above the current record

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[A M I R]

[h=2]Editing Form Records

[h=3]Editing Form Records

Information will undoubtedly change in your database. Contacts move to a different

address, change their telephone numbers, or switch companies. You can either change

the information for any of these records, or, if no longer needed, even delete the record from the database.


Editing a form record in Access is very easy. It entails locating the record and then

typing the corrected information in the appropriate field.


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[A M I R]

[h=2]Editing Form Records

[h=5]To Edit a Form Record:Using the status area to navigate the forms, display the form record that is to be edited.

Either click in a field or use the keyboard to navigate to the first field to be changed or added.

• Type the new information or correct the information in the selected field.

• Navigate to the next field that needs to be corrected and make any necessary changes.

• When finished editing information on this page, click the Page 2 button to display additional fields.

In the previous lesson, we saw how to enter new Contact Types on the Contact Types form. These

entries are now available for use in the Contact Type field of the Contacts form.



Click on the drop-down button associated with Contact Type. If you successfully completed the

challenge in the last lesson, this drop-down list now contains several entries: Family, Friend, Relative, Work, Recruiter, Company, and Network.

Saving Your Work: After you input the data into a form record, Access automatically

saves the record when you use the mouse, an arrow key, the Tab key, or the Enter

key to move the cursor out of that field and into a different field, or record.

Remember, you can always add records to the Contact Types table while in

Datasheet View. First, click on the Tables tab from the Object palette of the

database window. Then double-click the Contact Types table to open the table in Datasheet View.

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