Weekly Computer Tip # 102
26 February 2005

Displaying all records in form view (Microsoft Access)

Earlier this week I did some one-to-one Microsoft Access training sessions. Back to back. A bit like a doctor's surgery. (Next!) Anyway, when we opened the database it would automatically display a data entry form. (Note to oneself: idea for future tip.) A form is often the preferred method to view, modify and add records into a database table as it provides an easy to navigate, intuitive environment. Although an Access form allows you to view your information one record at a time, you might, from time to time, prefer to display all records and then switch back to Form view. For example, if you want to delete two or more consecutive records you can only do this in the so-called Datasheet view.

Well, the good news is that you don't need to close down your form and then open up the table ... while working in the Form window, you can quickly switch to Datasheet view to display all records and then switch back to Form view to display one record at a time.

Here's how:

1. From Form view choose the View, Datasheet View command; or
2. Expand the View button on the Application window toolbar, and select the Datasheet View option in the list that appears.

To switch back to Form view (from Datasheet view):

1. Choose the View, Form View command; or
2. Expand the View button, and select the Form View option in the list that appears.

By the way, if I made you curious about how to delete two or more consecutive records in Datasheet view, here's this week's bonus tip ...

1. Drag the mouse pointer over the record selectors for the records to be deleted.
2. Choose the Edit, Delete Record command, or click on the Delete Record button on the Application window toolbar.
3. Click on the Yes button to confirm the operation.

Finally, I'm thinking about a new topic for a hands off seminar, probably to be held some time in September. Listening to what I hear when I'm with customers, I was thinking about Microsoft Access. Starting with the basics and building your skills to more advanced techniques that you can apply to your own database. It goes without saying I'd like this day to be built around what you ask for. So let me know if you are interested and if so, whether there are any particular topics you'd like me to cover. Or perhaps you are interested, but September is a very busy time of the year for you? Let me know and I'll do what I do best: give you the opportunity to gain computer knowledge in non-traditional ways.

Until next week.

PS I’m committed to sharing the best of what I know with others so please don’t keep me a secret. If you enjoyed today’s tip, please forward it to anyone you feel may benefit. Alternatively, feel free to reprint it (with full copyright and subscription information) in your newsletters and message boards.

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