Formatting Datasheet in Access and Basic Tools

Please use speaker notes for additional information!

Select Format and then Font to make changes to the appearance of the data in the datasheet.

Format/FontFormat/Font

Format/DatasheetFormat/Datasheet

Format and then datasheet lets you change settings as shown.

FormatFormat

For this slide I used sunken cells and a silver background under Format/Datasheet and then went in and changed the column width and the row height. The box to change the row height is shown above.

FormatFormat

For this slide I select Best Fit and let Access figure out the appropriate width for the columns.

Format/Hide or UnhideFormat/Hide or Unhide

In this example, using Format/Hide the field or column called DAmtCont was hidden. Prior to selecting Format/Hide, the column to be hidden should be selected.

When you select Format/Unhide Columns a list of the columns will appear showing the ones that will be seen. I checked DAmtCont and then it was shown. (NOTE: After the column was shown, I went back to Unhide Columns again to show what I had done).

Format/Freeze or UnFreeze

Format/Freeze or UnFreeze

I froze DIdno and DName. As seen below, when I scroll over those two fields stay visible.

Format/SubdatasheetsFormat/Subdatasheets

SortSortIn this example I selected the field to sort on (DAmtCont) and then selected ascending sort which is AZ. The results are shown.

In this example DAmtCont was moved over next to DDriveNo and then both columns were selected for the sort. The results are sorted by DDriveNo and DAmtCont within DDriveNo. DDriveNo is the major sort and DAmtCont is the minor sort.

Simple SearchSimple Search

In this example, I selected DName prior to selecting the Find icon. Notice that it shows up under Look In. If I wanted a different field I could have made the change on the form.

I also chose Any Part of Field since I was going to enter just a last name. The Find highlighted the match.

Simple SearchSimple Search

Find/ReplaceFind/Replace

Search patternsSearch patterns

The search pattern *E*St means any number of characters can proceed the E and any number of characters can come between the E and the St.

Note that first the Find will show 123 Elm St and when Find Next is used it will find 45 East St.

FilterFilter

A filter is used to find a subset of data. You can A filter is used to find a subset of data. You can filter to end up with a subset that meet you criteriafilter to end up with a subset that meet you criteria

In this example, I right clicked on one of the cells in DYrFirst since this is the column that I want to apply the filter to.

Then after Filter For, I entered >1994. As you can see, I now only see the records where the year is greater than 1994.

Remove Filter/Sort returns to the full data set.

FilterFilter

I Right Clicked on DStAdr and after Filter For I entered *St. This means I want to see all records where there is anything followed by the word St. After I click enter, the results below are shown.

Apply filter button.

Filter by SelectionFilter by Selection

In this example, I selected Rice and then I am going to click on filter by selection. The results are that all people with the name Rice have been selected. To remove the filter use the filter toggle.

Filter Excluding Selection

Filter Excluding Selection

I select Rice and then went to Records/Filter/Filter Excluding Selection. As can be seen below, records with Ann Rice are now excluded.

Filter by FormFilter by Form

In this example, I want to see the street address with *St and I do not want to see Rice in the contact.

To execute, click on the Apply/Remove Filter toggle button and the results below appear.

To save as a query, display the filter by form window again and click the save as query button. You will be prompted to give a name and the query will be saved.