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Microsoft Office For Dummies

Chapter 16: Using a

Chapter 16: Using a Database 321 Typing Data into a Database After you create a database table and define fields within that table to hold chunks of information, you’re ready to type in actual names, phone numbers, and e-mail addresses into each field. Access gives you two ways to enter data: Through Datasheet view Through Form view Datasheet view displays information in rows and columns, where each row represents a single record and each column defines a specific field name. Datasheet view can be especially handy for examining multiple records at once. Form view displays all the fields of a single record onscreen. Form view is most useful when you just need to view or edit a single record, such as typing in the phone number of your cousin or boss. Using Datasheet view Datasheet view is the default view for entering data. To view and enter data in Datasheet view, follow these steps: 1. Click the Office Button and then choose Open. The Open dialog box appears. 2. Click the Access database file you want to add or edit data in, and then click Open. Access displays your chosen database. 3. In the All Tables pane on the left of the screen, double-click a table. Access displays the Datasheet view of your table. 4. Click in a field defined by the column and row. Each column defines a field, such as a name or address. Each row represents a single record. If you click in a field that already contains data, you can edit or delete that data. 5. Press Tab to select the next field (or Shift+Tab to select the previous field). 6. Type or edit the data in the field.

322 Part VI: Storing Stuff in Access Using Form view The biggest problem with Datasheet view is that it can be confusing to find a field for a specific record. Because most people are familiar with paper forms or index cards that arrange related data (fields) on a page, Access offers you Form view. Form view simply displays the fields of a single record onscreen. To use Form view, you must first create a form and arrange your fields on that form. After you create a form, you can add, edit, and view data through that form. Creating a form The simplest way to create a form is to let Access design one for you, which you can modify. To create a form quickly, follow these steps: 1. Click the Office Button and then choose Open. The Open dialog box appears. 2. Click the Access database file you want to add or edit data. Then click Open. Access displays your chosen database. 3. In the All Tables pane on the left of the screen, double-click a table. Access displays the Datasheet view of your database. 4. Click the Create tab. 5. Click the Form icon in the Forms group. Access creates a form as shown in Figure 16-9. Notice that the form name automatically uses the name of the database table you chose in Step 3. 6. Click the Office Button and then choose Save (or click the Save icon on the Quick Access toolbar). The Save As dialog box appears, asking you to type a name for your form, as shown in Figure 16-10. 7. Type a descriptive name for your form in the Form Name text box and then click OK. Access displays your form’s name underneath the All Tables pane. The next time you open this database and want to view the form, you can double-click the form’s name in the left pane.

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    Office 2007 FOR DUMmIES‰ by Walla

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    About the Author The author current

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    2 Part I: Getting to Know Microsoft

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