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<H2><FONT COLOR="#000077">Microsoft® Access 97 Quick Reference</FONT></H2>
<P>
<H1 ALIGN="CENTER"><FONT COLOR="#000077">- 1 -<BR>
Database Essentials</FONT></H1>
<P>There are several fundamental tasks in Access 97 that you will use frequently.
In this section, you can quickly reference essential Access operations for entering
text, numbers, and dates and times; as well as special features that speed data entry,
such as AutoCorrect. You'll discover how to quickly obtain the Help you need while
using Access. For example, you can explore tasks for using the new Office Assistant
to provide detailed assistance as you complete a task.</P>
<P>This section also explains how to find data, navigate in the Access objects and
in dialog boxes, and select data. In addition, you'll find tasks that explain how
to use Undo and Spell Check, and start and exit Access.
<H2><FONT COLOR="#000077"><B>Correct Mistakes: AutoCorrect</B></FONT></H2>
<P>Access 97 has a feature called AutoCorrect that can automatically correct your
mistakes and reduce your typing time. Use AutoCorrect to correct typing errors, correct
two capital letters in a row, correct the accidental use of Caps Lock, capitalize
names of days, capitalize the first letters following a period and a space character
(defined as a sentence), and correct text you type (such as replacing misspelled
words). If you have used Word 97 or other Office 97 products, AutoCorrect might be
familiar to you.</P>
<P>AutoCorrect only works when you are adding data to a table, query, or form. It
does not work in Design View of any object, nor while you are programming.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1. </B>Choose <U>T</U>ools, <U>A</U>utoCorrect.
<P>
<DD><B>2. </B>To correct that nagging word you always spell wrong or to expand an
abbreviation of text you continuously type, enter the incorrect word or abbreviation
in the <U>R</U>eplace text box and the correction in the <U>W</U>ith text box.
<P>
<DD><B>3. </B>Check other options such as C<U>o</U>rrect Two Initial Caps, Capitalize
First Letter of <U>S</U>entence, Capitalize <U>N</U>ames of Days, and Correct Accidental
Use of Caps <U>L</U>ock Key.
<P>
<DD><B>4.</B> If you have any exceptions to the first letter and two initial caps,
choose the Exceptions button and enter them on the correct tabs. Choose OK to return
to the AutoCorrect dialog box and then OK again to finish.
</DL>
<P>When you type an AutoText, Access will automatically convert the entry to whatever
you added in the <U>W</U>ith text box in Step 2.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>Access shares the AutoCorrect entries
with the other applications in Microsoft Office. If you add entries in Access, the
same entries will be available in Word, Excel, and PowerPoint. If you do not want
a form's text field to use AutoCorrect, go to <I>Design View</I>, double click the
text control, and change the Allow AutoCorrect property to No.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Correct Mistakes: Undo</B></FONT></H2>
<P>You can use the <U>U</U>ndo command (Ctrl+Z) on the <U>E</U>dit menu or the Undo
button on the toolbar to remove your most recent change.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1. </B>To remove edits to a record you have saved, click the Undo button on
the toolbar.
</DL>
<P>If you begin editing another record or use a filter, <U>U</U>ndo Saved Record
or the <U>U</U>ndo command will not be available to you.
<H2><FONT COLOR="#000077"><B>Data: Copy</B></FONT></H2>
<P>Access can cut, copy, and paste data from a <I>datasheet</I> or a form through
the Windows Clipboard. Only one selection can be manipulated at a time, but a selection
can include one piece of data or several pieces of data. All data types are supported.</P>
<P>When you copy a selection, the data is copied to the Clipboard and the original
data is left intact. If you want to copy entire records, see "Records: Copy."
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>This procedure works in all views
of Access. If you are unable to use the toolbar for some reason (for example, if
you are in a dialog box), press Ctrl+C to copy and Ctrl+V to paste.
<HR>
</BLOCKQUOTE>
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1. </B>Highlight the data you want to copy.
<P>
<DD><B>2. </B>Click the Copy button on the toolbar.
<P>
<DD><B>3. </B>Move to the desired location and click the Paste button on the toolbar.
</DL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>If you want to copy the value from
the same field in the previous record, press Ctrl+' (apostrophe). You can be in Form
or Datasheet View.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Data: Edit</B></FONT></H2>
<P>Access offers you several different methods for editing data: one <I>field</I>
at a time, several fields at a time, one <I>record</I>, or many records at a time.
The simplest method for editing data is to edit the data in a field of a datasheet,
or a form in <I>Form View</I>. To edit multiple records at one time, see "Action
Query: Update Query" in the <I>Query</I> and <I>Filters</I> part of this book.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1. </B>Open a datasheet or a <I>form</I> in Form View.
<P>
<DD><B>2. </B>Position the insertion point in the field you want to modify or, if
desired, select the portion of text you want to replace.
<P>
<DD><B>3. </B>Enter the new or replacement text.
</DL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>Some field types will display a plus
pointer when you move the cursor to the leftmost part of the field. If you click
at that point, you select the entire field.
<HR>
</BLOCKQUOTE>
<P>You will see a triangle in the record selector when a record is current (in a
datasheet) or a pencil icon when you are editing the record.</P>
<P>When you enter or edit data in a multiuser situation, Access might lock the record
that is being edited by another user. Other users can view the data, but cannot edit
that data. A locked record displays a circle with a slash (lock symbol) in the record
selector. A locked record cannot be edited until the lock is released. Locks are
released when the data is saved or when the user with the lock moves off that record.
(See also "Record Locks" in the Special Features and Programming part of
this book.)
<H2><FONT COLOR="#000077"><B>Data: Enter</B></FONT></H2>
<P>Entering data in datasheets or forms is similar to entering data in an Excel worksheet
or Word <I>table</I>.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1. </B>Open the <I>form</I> or datasheet and go to the desired <I>record</I>.
If you want a new record, click the New Record button on the toolbar.
<P>
<DD><B>2. </B>Type your entry. If the entry is an OLE object, either paste the data
from another source or choose <U>I</U>nsert, <U>O</U>bject and choose the <I>object</I>
type and object from the dialog boxes. If the entry is a lookup, select from the
drop-down arrow. If the entry is a hyperlink, you can type or use the Insert Hyperlink
button on the toolbar.
<P>
<DD><B>3. </B>Tab to go to the next field. Repeat Step 2, tabbing to each field.
If you need to go to the previous field, press Shift+Tab.
<P>
<DD>When you reach the last field on the record, Tab will place you on the first
field of the next record.
</DL>
<P>For entering specific data types, see also "Dates and Times: Enter,"
"Hyperlinks: Enter," and "OLE Objects: Enter."
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>When you work on a form, the Tab
Order settings will determine the sequence of fields you move to when you press Tab
or Enter. The Tab Order does not have to be the same order as the fields appear on
the form. (See "Forms: Tab Order" in the Forms and Reports part of the
book.)
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Data: Find</B></FONT></H2>
<P>There are several ways of locating data in Microsoft Access. If you are interested
in locating data in groups of records, then you should apply a filter or a query
to your data set. (See "Filter Data" and "Query: Run" in the
Queries and Filters part of the book.) For locating a particular value one occurrence
at a time, you can use the Find dialog box. If you need to find and replace data,
see "Data: Replace."
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1. </B>Open a <I>table</I>, <I>query</I>, or <I>form</I>, and position the
insertion point in the field you want to search (optional).
<P>
<DD><B>2. </B>Click the Find button on the toolbar.
<P>
<DD><B>3. </B>Enter the <I>string</I> or value you want to search for in the Fi<U>n</U>d
What text box. If you want to enter only a portion of the string, use asterisks such
as <B>jon*</B> for entries beginning with jon or <B>*jon*</B> for jon anywhere in
the field.
<P>
<DD><B>4. </B>Choose Find Fir<U>s</U>t to go to the first match; then <U>F</U>ind
Next to go to the next match. Choose Close when you are finished with your search.
</DL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>While you are in the Find dialog
box, you have options such as the search direction, whether you want to search for
a portion of text or the whole field, match case, search dates as you type them (as
formatted), and whether to search all fields or the current field.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Data: Replace</B></FONT></H2>
<P>You can use the Replace command to find and replace all or some of the occurrences
of a particular value for an entire field or a portion of a field. You can use the
<I>Datasheet</I> or <I>Form View</I> for this purpose. You can also use an update
query to replace an entire field with alternative values. (See "Action Query:
Update Query" in the Queries and Filters part of the book.")</P>
<P>In the Replace dialog box, you specify the value or string that will replace your
match. You can use the Replace <U>A</U>ll button to perform a single replacement
for all matches or you can replace values one at a time using the <U>F</U>ind Next
and then the <U>R</U>eplace buttons in sequence.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>If you want to find and replace
<I>Nulls</I> or zero length strings, you have to manually enter the replacement values
directly in the <I>records</I> rather then use the Replace dialog box.
<HR>
</BLOCKQUOTE>
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1. </B>Open a <I>table</I>, <I>query</I>, or <I>form</I> in Datasheet or Form
View and click in the field you want to work with.
<P>
<DD><B>2. </B>Choose <U>E</U>dit, R<U>e</U>place.
<P>
<DD><B>3. </B>Enter the value to find in the Fi<U>n</U>d What text box and the value
used to replace it in the Rep<U> </U>lace With text box.
<P>
<DD><B>4. </B>Choose the <U>F</U>ind Next button followed by the <U>R</U>eplace button
to replace the next occurrence.
<P>
<DD><B>5. </B>Or, choose the Replace <U>A</U>ll button to replace all matches. Choose
Close when you are done.
</DL>
<H2><FONT COLOR="#000077"><B>Data: Select</B></FONT></H2>
<P>You can select fields in a datasheet in many different ways, using your mouse,
menu commands, or the keyboard.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1. </B>Open a table, query, or form in Datasheet View.
<P>
<DD><B>2. </B>Click and drag on the data of interest, or click in a field and press
F2 to select an entire field's value. See the following table for additional selection
techniques.
<P>
<DD><B>3. </B>Click a column header to select all field data, or click a row selector
to select all the data in a record. Extend your selection by pressing the Shift key
and clicking at the end of your new selection range.
<P>
<DD><B>4. </B>Click the All Records selector to the left of the leftmost column header
to select all the data in your datasheet.
</DL>
<H4><FONT COLOR="#000077"><B>Datasheet Selection Techniques</B></FONT></H4>
<P>
<TABLE BORDER="0">
<TR ALIGN="LEFT" rowspan="1">
<TD ALIGN="LEFT" VALIGN="TOP"><B>To Select this</B></TD>
<TD ALIGN="LEFT" VALIGN="TOP"><B>Do this</B></TD>
</TR>
<TR ALIGN="LEFT" rowspan="1">
<TD ALIGN="LEFT" VALIGN="TOP">Field data</TD>
<TD ALIGN="LEFT" VALIGN="TOP">Click and drag a selection, then release the mouse.</TD>
</TR>
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