Add new records to the table in datasheet view by typing in the
record beside the asterisk (*) that marks the new record. You can
also click the new record button at the bottom of the datasheet
to skip to the last empty record.
To edit records, simply place the cursor in the record that is
to be edited and make the necessary changes. Use the arrow keys
to move through the record grid. The previous, next, first, and
last record buttons at the bottom of the datasheet are helpful in
maneuvering through the datasheet.
Delete a record on a datasheet by placing the cursor in any field
of the record row and select Edit|Delete Record from the
menu bar or click the Delete Record button on the datasheet
Adding and Deleting Columns
Although it is best to add new fields (displayed as columns in
the datasheet) in design view because more options are available,
they can also be quickly added in datasheet view. Highlight the
column that the new column should appear to the left of by clicking
its label at the top of the datasheet and select Insert|Column
from the menu bar.
Entire columns can be deleted by placing the cursor in the column
and selecting Edit|Delete Column from the menu bar.
Resizing Rows and Columns
The height of rows on a datasheet can be changed by dragging the
gray sizing line between row labels up and down with the mouse.
By changing the height on one row, the height of all rows in the
datasheet will be changed to the new value.
Column width can be changed in a similar way by dragging the sizing
line between columns. Double click on the line to have the column
automatically fit to the longest value of the column. Unlike rows,
columns on a datasheet can be different widths. More exact values
can be assigned by selecting Format|Row Height or Format|Column
Width from the menu bar.
Similar to freezing panes in Excel, columns on an Access table
can be frozen. This is helpful if the datasheet has many columns
and relevant data would otherwise not appear on the screen at the
same time. Freeze a column by placing the cursor in any record in
the column and select Format|Freeze Columns from the menu
bar. Select the same option to unfreeze a single column or select
Format|Unfreeze All Columns.
Columns can also be hidden from view on the datasheet although
they will not be deleted from the database. To hide a column, place
the cursor in any record in the column or highlight multiple adjacent
columns by clicking and dragging the mouse along the column headers,
and select Format|Hide Columns from the menu bar.
To show columns that have been hidden, select Format|Unhide
Columns from the menu bar. A window displaying all of the fields
in the table will be listed with check boxes beside each field name.
Check the boxes beside all fields that should be visible on the
data table and click the Close button.
Finding Data in a Table
Data in a datasheet can be quickly located by using the Find
- Open the table in datasheet view.
- Place the cursor in any record in the field that you want to
search and select Edit|Find... from the menu bar.
- Enter the value criteria in the Find What: box.
- From the Look In: drop-down menu, define the area of
the search by selecting the entire table or just the field in
the table you placed your cursor in during step 2.
- Select the matching criteria from Match: to and click
the More >> button for additional search parameters.
- When all of the search criteria is set, click the Find Next
button. If more than one record meets the criteria, keep clicking
Find Next until you reach the correct record.
The replace function allows you to quickly replace a single occurrence
of data with a new value or to replace all occurrences in the entire
- Select Edit|Replace... from the menu bar (or click the
Replace tab if the Find window is already open).
- Follow the steps described in the Find procedure for searching
for the data that should be replaced and type the new value of
the data in the Replace With: box.
- Click the Find Next button to step through occurrences
of the data in the table and click the Replace button to
make single replacements. Click Replace All to change all
occurrences of the data in one step.
Check Spelling and AutoCorrect
The spell checker can be used to flag spelling errors in text
and menu fields in a datasheet. Select Tools|Spelling from
the menu bar to activate the spell checker and make corrections
just as you would using Word or Excel. The AutoCorrect feature can
automatically correct common spelling errors such as two INitial
CApitals, capitalizing the first letter of the first word of a sentence,
and anything you define. Select Tools|AutoCorrect to set
Print a Datasheet
Datasheets can be printed by clicking the Print button
on the toolbar or select File|Print to set more printing