Microsoft®

Access 97
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The Database Window Keyboard Shortcuts

The Standard Toolbar
New Save Preview Cut Paste Undo Analyze Views Properties New Object
General
Open a Database <Ctrl> + <O>
Close a Database <Ctrl> + <W>
Open Print Spell Copy Format Office Code Relationships Help
Check Painter Links Print Current View <Ctrl> + <P>

Database Objects • To Cut or Copy an Object: Select the object Delete <Delete>

Object tabs Select the type of object

and click the Cut button or Copy Undo <Ctrl> + <Z>
you want to view button on the toolbar, or press <Ctrl> + <X>
Help <F1>
(cut) or <Ctrl> + <C> (copy).
Open the New Record <Ctrl> + <+>
selected object • To Paste an Object: Click the Paste
Modify the button on the toolbar or press <Ctrl> + <V>. Delete Record <Ctrl> + <->
selected object
Create a new • To Import an Object from Another File: Save Record <Shift> + <Enter>
object
Right-click any empty area of the Database window Cancel Changes <Esc>
and select Import from the shortcut menu. Select
the database that contains the object(s) you want to Insert Date <Ctrl> + <;>
Database objects appear in
this area import, select the objects, and click OK. Insert Time <Shift> + <Ctrl> + <;>
• To Export a Table: Click Tables from the Insert Value from <Ctrl> + < ’ >
Tables store related data in rows (records) and Objects bar, right-click the table you want to export, Same Field in (Apostrophe)
columns (fields). and select Export from the shortcut menu. Enter a Previous Record
file name and select the file format from the Save
Queries view, filter, calculate, change, sort, and as type list. Click Save and follow any on- Check Spelling <F7>
examine the data stored in tables. screen instructions. Switch Between <Alt> + <Tab>
Forms are custom screens that provide an easy Linking Tables tells Access how two tables are Applications
way to enter and maintain data in a table. related to each other. The fields that you use to link
Reports report present data in a table or query two tables must contain the same concept in two
different tables. A primary key field from one table is Navigation—Go To:
in a printed format – no data entry.
often used when linking two different tables. Next Field <Tab>
Macros automate common tasks and can be
invoked by clicking a button or pressing a shortcut key. • To Link a Table: Previous Field <Shift> + <Tab>
Modules are collections of procedures written in 1. Click the Relationships button on the Next Screen <Page Down>
Visual Basic and used to automate tasks. toolbar.
Previous Screen <Page Up>
2. Add tables to the window by clicking the
• To Open an Object: Double-click the object. First Record <Ctrl> + <↑>
Show Table button, selecting the tables,
• To Create a New Object: Click the object type clicking the Add button, and then clicking Close. Last Record <Ctrl> + <↓>
you want to create from the Objects bar. Click the 3. Use the scroll bars to find the related fields and
New button. then drag the field from one table and drop it on the
related field in the second table. Make sure the field
Editing
• To Modify an Object: Select the object and
click the Design button. names in the dialog box are correct. Cut <Ctrl> + <X>

• To Delete an Object: Select the object and Copy <Ctrl> + <C>

press <Delete>. Paste <Ctrl> + <V>
• To Rename an Object: Right-click the object, Find <Ctrl> + <F>
select Rename from the shortcut menu, enter the
Replace <Ctrl> + <H>
new name and press <Enter>.
Select All <Ctrl> + <A>
• To View the Database Window: Select
Window and the database name from the menu.
• To Repair a Database: Select Tools →
Design View
4. (Optional) Check the Enforce Referential
Database Utilities → Repair Database Integrity box to help enforce avoiding “orphan” data. Properties <Alt> + <Enter>
from the menu. If you want to change the “join type” between the Save Object <Ctrl> + <S>
• To Compact a Database: Select Tools → tables, click the Join Type button, select the type of
Database Utilities → Database from the join, and click OK.
menu. 5. Click Create to create the relationship.

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Working with Data Creating and Designing Tables
The Datasheet Toolbar
Apply/Remove
Filter
• To Create a New Table Using a Wizard: Click Tables from the
Spell Format Insert Filter by New Database
Objects bar and double-click the Table using wizard icon. Follow
View Print Check Copy Painter Hyperlink Selection Record Window Help the on-screen instructions to create the table.
• To Create a New Table from Scratch: Click Tables from the
Save Print Cut Paste Undo Sort Ascending Filter Find Delete New Objects bar and double-click the Create table in Design view
Preview Descending by Form Record Object icon. Type a field name for the first column you want to create in the Field
Name column, press <Tab>, click the Data Type drop down
The Navigation Bar arrow, and select the data type for the field. Repeat as necessary to add
(Found on the horizontal scrollbar near the bottom of most windows) new fields to the table. Close the table window, click Yes to save the table,
First Current Record Last Total Number of Records in enter a table name, and click OK.
Record Number Record the Table, Query or Filter
Data Types
Previous Next New Filter
Data Type Description
Record Record Record Indicator Text (Default) Stores text up to 255 characters long
• Database information can be directly added and modified from Tables and Memo Stores long text entries—up to 64,000 characters long
some Queries and Forms. Number Stores numbers that can be used in calculations
• To Add a New Record: Click the New Record button on the Currency Stores numbers and symbols that represent money
Navigation bar. AutoNumber Automatically fills in a unique number for each record
• To Select a Record: Click the Record selector to the right of the Date/Time Stores dates, times, or both
record, or select Edit → Select Record from the menu. Yes/No Stores only one of two values, such as Yes or No
OLE Object Stores objects created in other programs such as a
• To Delete a Record: Select the record and click the Delete graphic, Excel spreadsheet, or Word document
Record button on the toolbar, or select Edit → Delete Record from the
Hyperlink Stores clickable links to files or web pages
menu.
Lookup Wizard Helps you create a field whose values are selected from
• To Spell Check: Click the Spell Check button on the toolbar. another table, query or list of values
• To Find Information in a Table: Place the cursor in the field that Queries
contains the value you want to search for, click the Find button on the
toolbar, or press <Ctrl> + <F>. Then type the value you want to search for The Design Query Window
in the Find What box and click Find First. Click Find Next until
you’ve found what you’re looking for. To add a field to
the query, click The queried tables
• To Replace Information in a Table: Place the cursor in the field that and drag it from appear here. You
can also link tables
contains the value you want to replace, select Edit → Replace from the
the table…
…down to the
menu, or press <Ctrl> + <H>. Then type the value you want to search for in QBE grid
the Find What box and the new value in the Replace With box. Click
Find Next until you’ve found what you’re looking for and then click
Sort order
Replace or click Replace All to replace every instance of the value. Show results QBE Grid
Criteria Rows
• To Sort Information: Place the cursor in the field you want to sort by and
click either the Sort Ascending or Sort Descending
button on the toolbar. • To Create a Select Query: Click Queries from the Objects bar and
double-click the Create query in Design view icon. Select the
• To Filter by Selection: Place the cursor in the record and field that
table you want to query and click Add. Repeat for all the tables you want to
matches the selection criterion and click the Filter By Selection add to the query. Click Close when you’re finished. Find the table’s field you
button on the toolbar. want to query (use the scroll bars) and drag the field down to the QBE grid.
• To Filter by Form: Click the Filter by Form button on the Repeat until you have added all the fields you want to include in the query. If
toolbar. Click the down arrow next to the field that contains the selection you want to filter records, enter the criteria in the Criteria row. Close the query
criterion and select the value you want the filtered records to match. You can window, click Yes to save the query, enter a query name, and click OK.
use more than one field to filter data. • To Switch Views: Click the View button on the toolbar.
• To Remove a Filter: Click the Form button on the toolbar. • To Total Calculate or Total Values: Open the Query in Design View,
select View → Totals from the menu, find the query field you want to
calculate or group by, and select a calculation from the field’s drop-down list.
Forms and Reports
Criteria Example Description
• To Create a Form Using a Wizard: Click Forms from the Objects “London” Displays records where the field equals London
bar and double-click the Create form by using wizard icon. Displays records where the date is between 1/1/00 and
Between 1/1/00 and
Follow the on-screen instructions. 12/31/00
12/31/00
• To Create a Report Using a Wizard: Click Reports from the NOT "USA" or Displays records where the field is does not contain the
Objects bar and double-click the Create report by using wizard <> "USA" text "USA" and is not blank
icon. Follow the on-screen instructions.
Like “S* Displays records where the field text starts with an S
• To Toggle between Form/Report and Design View: Click the IS NULL Displays records where the field is blank
View button on the toolbar. IS NOT NULL Displays records where the field is not blank
>100 Displays records whose field value is greater than 100
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