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Microsoft Access 2010 : Using Forms to Enter and Edit Table Data (part 1) - Moving from Record to Record in a Form, Undoing Changes Made Within a Form

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After you have opened a form, you probably want to work with the data you have bound it to. You most likely want to move from record to record, edit data, add new records, delete records, and copy records. The process of editing data includes learning important techniques such as how to select records, delete field contents, undo changes, search and replace, and more. The following sections cover all these techniques.

1. Moving from Record to Record in a Form

The Navigation Bar appears at the bottom of the Form tab (see Figure 1). It allows you to move from record to record. The first button on the Navigation Bar moves you to the first record in the form, and the second button moves you to the record that precedes the record you’re currently viewing. Between the second and third navigation button is a record indicator. By typing a record number in the record indicator box, you can quickly move to a desired record. To the right of the record indicator are the next record button, the last record button, and the new record button.

Figure 1. Navigation Bar.

You can also you use keystrokes to move from record to record. Pressing Page Down moves you forward through the records, one record at a time. Pressing Page Up moves you backward through the records, one record at a time. Pressing Ctrl+End moves you to the last record, and pressing Ctrl+Home moves you to the first record. Finally, Ctrl++ (plus sign) moves you to a new record.

Edit the Data Underlying a Form

You can modify the table data from within a form. For example, you may want to change a customer’s company name or address. Here’s how:

1.
Select the record you want to change by using any of the techniques covered in the previous section, “Moving from Record to Record in a Form.”

2.
Select the field you want to change by clicking the field or using the directional keys.

3.
Type to make the necessary changes to the data.

Delete Field Contents Within a Form

Now that you know how to modify the contents of a field, let’s talk about how to delete the contents of a field. In following along with this section, make sure that you understand that we are not deleting records, we are simply deleting the contents of an individual field within a record. You would do this, for example, if you entered a region for a company and then realized that it was located in a country that did not have regions. The process is simple:

1.
Select the field contents you want to delete.

2.
Press the Delete key.

A couple of items are important to note. First, if you press the Esc key twice, Access cancels all changes you made to that record. Second, it is important to recognize that Access saves the record you are working with as soon as you move off of it onto another record.


2. Undoing Changes Made Within a Form

There are many times when you need to undo changes that you made to a control or to a record. An example is when you started making changes to the incorrect control, or even to the incorrect record. Undo comes to the rescue! You have several different options for how to do this, depending on whether you are still within a control, have left the control, or have left the record. You can use the Undo feature only to undo the last change made to a control or changes made to the most recently modified record.

Undoing Changes Made to the Current Control

When you are in the process of making changes to a field, you might realize that you really didn’t want to make changes to that field or to that record. To undo changes to the current control, you can either click the Undo tool on the QuickAccess toolbar, select Edit, Undo Typing, or press the Esc key once.

Undoing Changes After You Move to Another Control

The process of undoing changes after you move to another control is from the same as the process of undoing changes made to the current control. You can either click the Undo tool on the QuickAccess toolbar or press the Esc key once.

It is important to understand that once you make changes to more than one control in a record, you can only undo those changes by undoing the changes to the entire record. This requires select Undo twice on the QuickAccess toolbar.


Undoing Changes After You Save the Record

When you make changes to a field and then move to another record, Access saves all changes to the modified record. So long as you do not begin making changes to another record, you can still undo the changes you made to the most recently modified record. To do this, you can either click the Undo tool on the toolbar or press the Esc key twice.

If Access is unable to undo a change, the Undo tool appears dimmed.


Use a Form to Add New Records to a Table

Access adds records to the end of a table, regardless of how you add them to the table. To use a form to add new records to a table:

1.
Click the New Record tool on the Navigation Bar at the bottom of the form.

2.
Type the data for the new record (see Figure 2).

Figure 2. Adding a new record.

3.
Press Tab to go to the next control.

4.
Repeat steps 2 and 3 to enter all the data for the record.

5.
Press Tab to move to another new record. Access saves the record.

Access always displays one blank record at the end of a table. This blank record is ready to act as the new record. Also, you can press the Tab key to add a record when you are on the last field of the last record in the table.

 
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