Editing Table Records

In Access 2000 editing table records is easy. Just follow the directions provided in this free lesson.

Introduction

By the end of this lesson, you should be able to:

  • Edit data in a table
  • Use the Undo feature
  • Move and copy data in a table
  • Check the spelling of data

Editing data in a table

In the previous lesson, you opened and navigated a table in an existing database, added table records to an existing database, resized table columns, and saved a table record.

Remember:

Important pointA field is a space allocated for a particular piece of information.

Important pointA record is one complete record of fields.

To edit a single word in a field:

  • Move the mouse over the field you want to edit. The mouse pointer changes to an I-beam.
  • When you click in the field, an insertion point appears.
  • Double-click (or click and drag) the I-beam to select a single word, then type over the word.

Double-click to select a single word in a field

To edit an entire field:

  • Move the mouse pointer to the left edge of the field you want to edit.
  • The mouse pointer changes to a selection tool, a large cross. selection tool: large cross
  • Click to select the field, then type over the word.

Important pointWarning! When attempting to edit an entire field, be careful not to move the mouse pointer so far to the left that the pointer changes to an arrow. Clicking the Record Selector selects the record, but you cannot edit data in the fields with the entire record selected.

Important pointSaving your wWork: When you are finished entering or editing table data, close the table. If you have changed table layout, you'll be prompted to save the changes. Unlike Word, Excel, and PowerPoint applications, you will not be prompted to save the data you entered. Each record was saved as you entered it.

Using the Undo feature in Access 2000

Important pointYou can undo changes to the current field only as long as Datasheet view is active.

To reverse the last change to the current field:

  • Click the Undo button on the Standard toolbar.undo button
  • Choose EditUndo Typing from the menu bar.
  • On the keyboard, press the Esc key.

Undo becomes unavailable when you:

  • Edit another record.
  • Switch to another window.
  • Apply or remove a filter. (Filters are featured in an upcoming lesson.)

Moving and copying data

You can move or copy data in a table.

To move data in a table:

  • Select the data you want to move.
  • When you click in the field, an insertion point appears.
  • Click the Cut button on the Standard toolbar (Ctrl+X).
  • Place your mouse pointer over the field where you want to paste the information and click the Paste button (Ctrl+V).

Cut, Copy, and Paste buttons on toolbar

To copy data in a table:

  • Select the data you want to copy.
  • Click the Copy button on the Standard toolbar (Ctrl+C).
  • Place your mouse pointer over the field where you want to paste the information and click the Paste button (Ctrl+V).

Checking the spelling of data

The Spelling feature searches for spelling errors in a table, form, or query. For now, we'll concentrate on checking spelling in a table.

lesson arrowIn a table, check the spelling of records, fields, or text within a field.

To check spelling in a table:

  • Click the Spelling button. Spelling button The Spelling dialog box opens.
  • Access checks the data until it finds a word that is not in the Dictionary file. The unrecognized word is displayed in the Not in Dictionary text box.
  • Manually correct the word, replace it from a list of suggested spellings, ignore it, or add the word to the custom dictionary.

Spelling dialog box

Important PointOffice 2000's Spelling feature is fully explained in our Office 2000 tutorial.

Challenge!

Edit a table record by doing the following:

  • Open the Great Lake Elementary database.
  • Open the Students table.
  • Under Address, edit 12 Finley Drive to read 8 Dairyland Run using one of the methods described in this lesson.
  • Attempt to Undo your change.
  • Using the Record Selector, select an entire student record. Click the Copy button.
  • Using the Record Selector, select the entire blank record at the bottom of the table.
  • Click the Paste button.
  • Without moving the insertion point, click the Undo button.
  • Close the Students table.