MS Access - Lesson 9: Data management

To add a new record to the table:

- Open the table in Datasheet View mode

- Click on the box (New)

- Enter the new record

Find and Replace data

To find data:

- Click the Find button on the Home tab.

To find and replace data:

- Click the Replace button on the Home tab.

When you search and replace data, there are a number of options in the Find dialog box that can be used:

Items Find What Type the data you want to find List in the Look In Use section to specify a table or column to search for data List in the Match section Helps you limit the search in a field or the beginning of a field List in the Search section Helps you determine the direction to search for the Match Case check box Use this check box to specify a search in uppercase or lowercase. Totals

The Totals button gives you an extra line to add to the database. Total can be sum (total), average (average), a count ( minimum ), minimum (maximum), maximum ( maximum ), or variance (different). To set a Total line:

- Click the Totals button on the Home tab

- Click the down arrow of the cell where you want to place a Totals

- Select the appropriate Totals.

Arrange the logs

You can arrange the records in the datasheet according to one column or two consecutive columns. To sort the records by a column:

- Select the school you want to arrange

- Click the Sort Ascending or Sort Descending button .

To sort two columns:

- Move columns so that they are close together

- Select columns to sort by pressing Shift and clicking on columns

- Click the Sort Ascending or Sort Descending button.

To remove the sort:

- Click the Clear Soft button

Filter (filter)

You can filter the logs to display them as desired. To filter by a column:

- Open the database in Datasheet View mode

- Click the down arrow in the field name

- Select the appropriate filtering criteria

- Click OK .

To remove Filter:

- Click the Filter button on the field tag

- Click Clear Filter

- Click OK .