Microsoft Access
HOME TAB
View
On the Home tab of the Ribbon, click the View command. It provides a different view of the table. It contains two options.
Datasheet view: This view provides data arranged in rows and columns, just like as excel sheet. Datasheet View displays the table as a grid. The fields are displayed as columns, and the records are displayed as rows. The field names are listed as the column headers. It can allow data edits, add new record, delete record. Following Scree for datasheet view.
Design view: Click the Design View button in View group. We can use Design View to create a tables, set up data types for each field, specify default values, specify how data should be entered and displayed, and more. In Design View, the fields are listed vertically. They are listed above and below each other as opposed to side-by-side.
What is Filter?
Using Filter extract record from database table depend upon criteria. Actually Filter command enables you to filter your records so you view only records that meet specific criteria.
To create a simple filter:
1: Click the drop-down arrow next to the field you want to filter by. Suppose we want to filter by course which course is DCA.
2: Clicking Select All will select or deselect everything at once. In our example, we'll deselect everything except DCA.
3: Click OK. The filter will be applied. Our table now displays only those records whose course is DCA.
* Toggling your filter allows you to turn it on and off. To view the records without the filter, click the Toggle Filter command. To restore the filter, click it again.
Creating a filter from a selection:
Filtering by selection allows you to select specific data from your table and find data that is similar or dissimilar to it. You can choose from the following options:
● Contains includes only records with cells that contain the selected data.
● Does Not Contain includes all records except for those with cells that contain the selected data.
● Ends With includes only records whose data for the selected field ends with the search term.
● Does Not End With includes all records except for those whose data for the selected field ends with the search term.
To create a filter from a selection:
1: Select the cell or data you want to create a filter with. We want to see a list of all records that contain the word DCA in their courses, so we'll select the word DCA in the Course field.
2: Select the Home tab on the Ribbon, locate the Sort & Filter group, and click the Selection drop-down arrow. We'll select Contains "DCA" because we want to see records that contain the word DCA anywhere in the field.
Advanced Filter:
An Advanced filter is the most powerful of Access's filters and is used to sort and extract records on multiple fields criteria.
To create an advanced filter:
1: Click on Advanced--> Advanced filter/sort from toolbar ribbon.
2: After then following screen appears.
3: Double-click each field you want to include from the field list.
Note: You can also drag fields from the field list onto the design grid to add fields or click the list arrow in the Field row of the design grid and select a field.
4: Click the Sort list arrow for the field and select a sort order (optional).
5: Enter any desired search criteria for the fields in the Criteria row.
6: Click the Apply Filter button.
The Advanced filter is applied.
To use the Navigation bar to move around a table:
| 1 | Go to First Record |
| 2 | Go to Previous Record |
| 3 | The Current Record |
| 4 | Go to Next Record |
| 5 | Go to Last Record |
| 6 | Create a New (Blank) Record |
To insert a column:
1: Right-click the column head before which you want to insert a column. A menu appears.
2: Click Insert Column.
To delete a column:
1: Right-click the column head you want to delete. A menu appears.
2: Click Delete Column.
To move a column:
1: Move your mouse pointer over the horizontal line under the column label.
2: Press your left mouse button
3: Click and drag the field to the new location. A dark line appears at the new location.
4: Release you left mouse button. Access moves the column.
Record Tab
Add New Record:
1: Activate the Home tab.
2: Click on New in the Records group.
3: Now add record on bottom position of table.
To delete a record:
1: Select the record you want to delete.
2: Activate the Home tab.
3: Click Delete in the Records group. A prompt appears.
4: Click the Yes button.
Or
* Select the record you want to delete.
* Right-click. A menu appears.
* Click Delete Record. A prompt appears.
* Click the Yes button.
To calculate totals:
1: Open the table or query for which want to calculate totals.
2: Activate the Home tab.
3: Click the Totals button in the Records group. A Total line appears at the bottom of the table or query.
4: Click on the Total line under the column you want to total through down-arrow appears on the left side of the field.
5: Click the down-arrow and then choose the function you want to perform.
Access performs the calculation and displays the results in the proper column on the Totals row.
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