ch01.htm

Microsoft_Access_97_Quick_Reference.zip

				roll the wheel up to scroll up, and down to scroll down.
				<P>
				<DD><B>2. </B>To move to the next records in <I>Form View</I>, roll the wheel down.
				To move to the previous records, roll the wheel up.
				<P>
				<DD><B>3. </B>To pan in the datasheet, form, or print preview window using the IntelliMouse,
				hold down the wheel as you drag in any direction to move the window in that direction.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>The wheel button on the IntelliMouse
			will function only if you install IntelliPoint 2.0 (or later) software and are using
			applications that take advantage of the IntelliMouse. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>OLE Objects: Enter</B></FONT></H2>
			<P>One of the strengths of Access is its capability to accept non-textual data. This
			includes graphics, sounds, videos, and Windows application files. For example, in
			an employee <I>database</I>, you could include an employee's resume created in Word.
			In a Real Estate database, you could include a video tour of a house. Entering text
			and numbers is more straightforward. (See &quot;Data: Enter.&quot;) To accept graphics
			and other similar data, you must first create a field with an OLE Object data type.
			(See: &quot; Data Types: Changing&quot; in the Table and Database Design part of
			this book.)
			<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 <I>Datasheet</I>
				or Form View and move to an OLE data type field.
				<P>
				<DD><B><BR>
				2.</B>Choose <U>I</U>nsert, <U>O</U>bject to bring up the Insert Object dialog box.
				<P>
				<DD><B>3. </B>If you need to create the data, choose the Create <U>N</U>ew option
				button and in the Object <U>T</U>ype list box, double-click the type of application
				you want to create. Create and save the data.
				<P>
				<DD>If the file is already on disk, choose the Create From <U>F</U>ile option button
				and enter the location and name of the file in the Fil<U>e</U> text box
			</DL>
			<P>If you need to edit an OLE object, double-click the object in a field. Access
			will launch the application that created the file or change toolbar buttons and the
			menu to allow you to edit the data.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>With some objects you can also first
			go to the application and copy the object. Then, go into an OLE object field on a
			datasheet or form and paste. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Records: Add New</B></FONT></H2>
			<P>You add new <I>records</I> to <I>tables</I> in either the <I>Datasheet</I> or
			<I>Form</I> <I>View</I> in Access.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Open the table or related tables in either the Datasheet or Form View.
				<P>
				<DD><B>2. </B>Click the New Record button on the toolbar.
				<P>
				<DD><B>3. </B>Enter the data you want in the first field, then press the Tab key
				to advance to the next field.
				<P>
				<DD><B>4. </B>At the end of the record (the last field), press the Tab key to advance
				to the next record.
			</DL>
			<P>Access does not create a new record until you actually enter data into the first
			field of a new record.
			<H2><FONT COLOR="#000077"><B>Records: Copy</B></FONT></H2>
			<P>You can select one or more <I>records</I> in a datasheet and copy them to another
			datasheet. You can also copy data from a <I>form</I>; however, this is not practical
			because of the tab order. If you are copying data from a datasheet to a different
			part of the same datasheet, you probably need to redesign your <I>database</I>. You
			should not have information repeated often in your <I>table</I>. (See &quot;Optimization:
			Split Database&quot; in the Special Features and Programming part of this book.)
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> Open the table, <I>query</I>, or form in <I>Datasheet View</I>, then
				select the record(s) you want to copy.
				<P>
				<DD><B>2.</B> Click the Copy button on the toolbar.
				<P>
				<DD><B>3. </B>Open the datasheet that is the target for these records and set up
				the datasheet by moving fields so that the fields match up to the records on the
				Clipboard. You can click and drag column headers to change the order of fields in
				a datasheet.
				<P>
				<DD><B>4. </B>To add the records at the end of the datasheet, choose <U>E</U>dit,
				Paste Appe<U>n</U>d.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>If your primary key is an AutoNumber
			data type, the records will be renumbered using the sequence starting with the last
			number. If you have any indexed fields with no duplicates allowed (including a primary
			key that is not an AutoNumber field), Access will not allow you to copy data within
			the same table and you will get an error message. 
<HR>


			</BLOCKQUOTE>

			<P>Alternatively, you can cut records from one part of the datasheet and paste them
			in a different location in the current or other datasheet. You can also replace records
			by first copying records and then selecting the records to replace before you paste.
			However, because the primary key (which you should have in most cases) maintains
			sort order, moving records within the same table will not make a difference in the
			display order.
			<H2><FONT COLOR="#000077"><B>Records: Delete</B></FONT></H2>
			<P>You can manually delete <I>records</I> one at a time, or delete groups of records
			simultaneously through the use of delete queries. Delete <I>queries</I> enable you
			to delete groups of records in a single operation. (See &quot;Delete Query&quot;
			in the Queries and Filters part of this book.)
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> In <I>Datasheet</I> or <I>Form View</I>, click or drag along the record
				selectors to select the record(s) to be deleted.
				<P>
				<DD><B>2. </B>Click the Delete Record button on the toolbar.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>CAUTION:</B></FONT><B> </B>When you delete a record in the
			Datasheet View from a <I>table</I> involved in a relationship with another table,
			make sure that either you are enforcing <I>referential integrity</I> or that you
			take care of cascade deletions in the Relationship window. (See &quot;Relationships
			Between Tables&quot; in the Table and Database Design part of this book.) Do not
			delete a parent record and leave orphaned child records behind. 
<HR>
</P>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>You can set a <I>property</I> in
			the Design View called Allow Deletions that controls whether users can delete records
			in a form. You can also set a property called Allow Additions that controls whether
			records can be added. 
<HR>
</P>
			<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>If one of your fields is an AutoNumber
			field and you delete many records at the end of your table, the next AutoNumber will
			follow all the deleted records. If you want to reset your AutoNumber to be the last
			existing record's number, compact your database. (See &quot; Database: Compact&quot;
			in the File Management part of this book.) 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Records: Go To</B></FONT></H2>
			<P>If you know the record number of the record you want, you can go to the record.
			Alternatively, use Find to go to the record you need. (See also &quot;Data: Find.&quot;)
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>In <I>Datasheet</I> or <I>Form View</I>, select the current <I>record</I>
				number at the bottom of the window.
				<P>
				<DD><B>2. </B>Enter the new record number.
			</DL>
			<H2><FONT COLOR="#000077"><B>Spell Check</B></FONT></H2>
			<P>You can check the spelling of your data in Datasheet or Form View; and check data
			in a <I>table</I>, <I>query</I>, or <I>form</I> in the <I>Database window</I>.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Select a single word or any area on a datasheet or form.
				<P>
				<DD><B>2. </B>Click the Spelling button on the toolbar. If a word cannot be found
				in the dictionary, the Spelling dialog box appears.
				<P>
				<DD><B>3. </B>Accept or edit the word in the Change <U>T</U>o text box; and then
				choose the <U>C</U>hange button. Or, choose the Change A<U>l</U>l button if you want
				to change this word throughout the document.
				<P>
				<DD>Alternatively, select one of the words from the Suggestio<U>n</U>s list, and
				then choose the <U>C</U>hange or Change A<U>l</U>l.
				<P>
				<DD><B>4.</B> If prompted, choose <U>Y</U>es to continue from the top of the document.
				<P>
				<DD><B>5. </B>When an alert box tells you that the entire worksheet has been checked,
				choose OK.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>You can also choose to ignore fields
			when you get into the Spelling dialog box. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Width of Column</B></FONT></H2>
			<P>You may want to change the width of a column when you cannot see all of its contents.
			To change the width of a text box on a form, see &quot;Controls: Size&quot; in the
			Forms and Reports part of this book.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>If you do not want to change column
			width, you can also press Shift+F2 to enter a dialog box to see multiple lines of
			an entry. 
<HR>


			</BLOCKQUOTE>

			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>In <I>Datasheet View</I> of a <I>table</I>, <I>query</I>, or <I>form</I>,
				move the mouse pointer between two column headings until it is a double-headed arrow.
				<P>
				<DD><B>2. </B>Drag to change the column width. To make the column as wide as the
				widest entry, double-click.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>Sometimes when you double-click,
			the column is wider than the screen and you cannot see the border of the column header
			to drag the column width back. In this case, use F<U>o</U>rmat, <U>C</U>olumn Width
			to reset the column. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Window: Arrange</B></FONT></H2>
			<P>If you want to work on more than one portion of your <I>database</I> at a time,
			you can use the Window commands to display two different windows simultaneously.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Click the Minimize button to minimize any windows that you don't want
				to arrange.
				<P>
				<DD><B><BR>
				2.</B>Choose Window; then T<U>i</U>le Horizontally or <U>T</U>ile Vertically, depending
				on how you want to arrange your windows.
			</DL>
			<H2><FONT COLOR="#000077"><B>Window: Hide and Unhide</B></FONT></H2>
			<P>In some cases you might need to keep a window open to have the values available
			but you also need to have the window out of the way. This could be the case when
			you need values off a form that will feed criteria in a query or for values on a
			report.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>From the Database window, double-click the object you want to hide.
				<P>
				<DD><B>2. </B>Choose <U>W</U>indow, <U>H</U>ide.
			</DL>
			<P>To redisplay the window, choose <U>W</U>indow, <U>U</U>nhide, and double-click
			the name of the object from the Unhide Window dialog box.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>To hide the Database window at startup,
			choose <U>T</U>ools, Start<U>u</U>p and uncheck the Display <U>D</U>atabase Window
			check box. To display the hidden Database window, press F11. Use the Object<TT>.Hide</TT>
			method to hide an open object through <I>VBA</I>. 
<HR>

			</BLOCKQUOTE>
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