Session 6: Demonstration on Editing, Retrieving, Highlighting, Spell check,

Sort, Search and Replace Data in Access Software.

Learning Objectives
By the end of this session, students are expected to be able to:
• Editing data
• Retrieving a saved database
• Cut, Copy & Paste table records
• Spell Check
• Sorting
• Search and Replace
Data Editing
When in datasheet view, use the mouse to move the
cursor to cell in which you wish to change the data, click
with the mouse pointer and delete or backspace out the
incorrect data and replace. To save the change in the
record, ensure that you click on another line. By doing
this the system will automatically update the record (row)
you have left. It is advisable that you place the cursor on
the last available blank line after editing to ensure all
records are updated. It is very important to check that the
new data entries are correct. When you press Enter, or
click into another cell, the changes are automatically
saved.
Retrieving an existing database
Click on the Open Database button on the tool bar or
select File/Open Database. The Open dialogue box will
appear. Click on the black arrow to the right of Look In
and click on your user number from the list which
appears. You will then see a list of any files you have
previously created. Either double click on the required
file or click on the file name once and then on OK. The
Database Window will appear. Double click on the table
required or highlight the table name and click on Open.
HIGHLIGHTING DATA
One Column/Row: - To highlight an entire column, move
the mouse pointer so that it is positioned on the column
name and press the left mouse button. The column will be
highlighted. To highlight an entire row, move the mouse
pointer so that it is positioned on the grey area to the left of
the row and press the left mouse button. The row will be
highlighted. Two or more columns/rows: - Follow the
above procedure but keep the mouse button depressed and
drag the mouse until all the required columns/rows are
highlighted. Release the mouse button.
•A Selected Area of the Database: - Position the mouse
pointer at the start of the data to be highlighted. Press the
left mouse button down, keep it depressed, and drag the
mouse across and/or down the table until the required area
has been selected.
•Adding a record: - New records are inserted at the
bottom of the table. If the table is short it is easy to move
the cursor using either the mouse or the arrow keys. For a
long table click on the New Record button on the tool bar.
•The cursor will move to the blank row at the end of the
table. Key in the data for the new record. It will be
automatically saved as you press Enter after typing in
the last field. Ensure the cursor is on the next available
blank line.
•Deleting a record: - Highlight the record. (See
highlighting rows). Press the delete key. A dialogue box
will appear asking you to confirm the changes. Click on
OK or press Enter. The record will be permanently
erased from the database.
•Deleting a field: - Change to design view by clicking
on the Design View button on the toolbar. Highlight the
row showing the field name by clicking on the grey box
to the left of the field name. Press the delete key. A
dialogue box will appear asking if you wish to continue.
Click on OK. When you change back to Datasheet view
you will be prompted to save the changes. Click on OK.
•Adding a field: - Change to design view by clicking on
the Design View button on the toolbar. The cursor will
appear on the first empty row in the column headed Field
Name. Key in the name of the new field. Press Enter. The
cursor will move to the Data Type column. Define the
data as text, number, etc. If you wish to insert the field
between existing fields position the cursor on the desired
row and press the Insert key on the keyboard. A blank
row will appear and you can enter the data as above. Save
the changes by clicking on File/Save. Change to
Datasheet view and enter the details for the field.
Cutting, Copying, and Pasting Table Records
•Cut, Copy, and Paste are very useful operations in
Microsoft products, including Access 2003. These
operations allow you to quickly copy and/or cut
information in fields for pasting into other fields. These
operations save you a lot of time from having to type and
retype the same information.
•The Cut, Copy, and Paste buttons are located on the
Standard toolbar.
•The Cut, Copy, and Paste operations also appear as
choices in the Edit menu:
•Changing a field name: - Change to Design view by
clicking on the Design View button on the toolbar. Delete
the old field name, key in the new field name and press
Enter. Save the changes to the table by clicking on File
and then Save. Change to Datasheet view to return to
table if required.
•Moving a field (column):- Ensure you are in Datasheet
view. Highlight the column to be moved. Ensure the
mouse pointer is still placed on the field name, click the
left mouse button again and keep it depressed.
•(The arrow will now be white with a small box
attached). Keeping the mouse depressed, drag the column
to the new position. A thick black line to the right of the
column indicates the new position of the column when
the mouse button is released.
Sorting
A database can be used to sort data into a specified order.
This may be alphabetical, numeric o: chronological. Sorts
can be carried out in ascending order (A-Z, 1-100, etc.) or
descending order (Z-A, 100-1, etc).
Search and Replace
• You may want to change one word for another
throughout your database and it is more efficient to use
the Replace function than scan through the database. To
do this select the field (column), click on Edit and then
Replace. In the dialogue box that appears Find what:
key in the word you are wishing to replace, in Replace
with: key in the new word. Click on Find next then
Replace. Keep repeating this procedure until all the
replacements in the field have been done.
Key Points
 Open an existing database
 Use of Cut, Copy and Paste table records
 Spell check the data
 Sorting
Evaluation
 Explain how to open a datasheet?
 How is data highlighted?
 What are the functions of Sorting?
References
1.Access. Retrieved May, 2010 from
http://www.gcflearnfree.org/computer/
2.Cook, L.R. (2001). Computer Fundamentals-
Understanding How They Work (1st ed.).Vintage Press.
3.Ed Bott & Carl Siechert. (2001). Microsoft Windows XP
Inside-out.
4.Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006).
Introduction to Computers for Healthcare Professionals
(4th ed.). London: Jones & Bartlett’s Publishers
International.
5.Morris M. & Charles, M. (2003). Logol Computer
Designer Fundamentals. Prentice Hall.