Table Datasheet, Query Datasheet, Form View
This bar displays in Datasheet and Form views.
Click a button to jump to its description or just scroll the page.
At the left end of a toolbar is an area called the handle, which looks a bit different in different versions of MS Access. Hover over this area and the mouse pointer changes to the Move shape . Drag while in the Move shape and the toolbar will move. If you drag perpendicular to the bar, it will undock and float. Drag to another edge of the window and the toolbar will dock there.
The Views button toggles between Datasheet and Design or Print Preview and Design. The arrow opens a list of all of the available views.
The Save button is used to save the current object that is open for editing.
It does not save the whole database. It does not save a record. The button is grayed out in the Database bar since there is no object selected to be saved.
Saving records automatically: By default, MS Access automatically saves a record when you switch to a new record, or when you close the active object where you were adding or editing records, or when you close the database or Access itself.
Save immediately: The menu command| will save the current record before you leave it. SHIFT + ENTER is the key combo to save a record immediately.
Saving database with new name: To make a copy of a database with a new name is rather awkward.
The Search button opens the Basic Search task pane. In this pane you can search your computer or network locations for files, especially Office documents.
The Print button prints the selected object immediately.
The Print dialog does NOT appear. Do not use this button unless you are SURE that the print settings are what you want. Be sure that you want to print the whole thing!!
Button: Print Preview
The Print Preview button changes the view to show how the current object will look if printed.
Button: Spell Check
The Spell Check button will check the spelling in records.
It does not check spelling in object names, field names, or form/report labels.
Buttons: Cut, Copy, Paste
The Cut, Copy, and Paste buttons work as usual for database objects, the contents of fields, and design elements for forms and reports.
Cut removes the selected
item and copies it to the Windows Clipboard.
Copy leaves the selected
item in place and copies it to the Windows Clipboard.
Paste inserts the
contents of the Windows Clipboard.
The Windows Clipboard can only remember one thing at a time, but the Office Clipboard task pane can remember the last 24 items copied from MS Office programs.
Office Clipboard task pane has to be active, either by being displayed on
screen or the
Collect Without Showing Office Clipboard option must be on, at the
bottom of the Clipboard task pane.
The Undo and Redo buttons let you change your mind about what you just did. These buttons are gray when there is nothing in the action list.
Design view: Undo
or redo the 20 most recent actions.
Editing Records: You can undo actions only for the current
record. The Redo button does not show.
Undo with menu:
If you leave a record, you can Undo Saved Record only if you have not made a change in another record.
Editing Form/Report - Revert with menu: For a form or report, you can revert to the last saved version after making changes to the form/report. Use the menu | . You cannot redo those changes. This is handy for dumping a whole set of changes that you made since the last save.
The Hyperlink button is active and shows in color when your cursor is in a field that has the type Hyperlink. Such a field would usually hold an email address, a web site address, or a network address for a document or image. Clicking the button opens the dialog Insert Hyperlink.
The Sort buttons rearrange the listing of records so that the selected field is in alphabetical or numerical order. Only one field at a time can be sorted with these buttons. For more complex sorts, use a query where you can sort with several fields at once.
You can also sort from the menu| .
If you sort the results of a query (the datasheet), you may have to close and reopen the query to get back to the original order.
Button: Filter by Selection
In a datasheet or form view, clicking the button Filter by Selection will hide all records that do not match the value in the current cell. The Apply Filter button goes from gray to color with a border while the filter is in place.
Remove filter: Click the Apply Filter button to toggle the filter off.
You can only filter on one value in one field with this button. For more complex filters, use Filter by Form or a query.
Button: Filter by Form
In a datasheet or form view clicking on the Filter by Form button opens a form that allows you to select values in as many fields as you wish. You must apply the filter as a separate step.
Apply Filter: Click the Apply Filter button to see the records that match your choices. After you click, the button changes to Remove Filter, with a thin, blue border and a shaded background.
Remove Filter: Click the Remove Filter button to toggle the filter off.
Button: Apply/Remove Filter
The Apply Filter button goes from gray to color when you have created a filter. It changes to the Remove Filter button with a thin, blue border and a shaded background, once the filter has been applied.
Apply Filter: Click the Apply Filter button to apply the last filter that you created.
Remove Filter: Click the Remove Filter button to toggle the filter off.
The Find button opens the Find and Replace dialog where you can look for values in the records of the current datasheet or form.
Button: New Record
The New Record button moves the focus to the blank record or form at the end of the records.
Button: Delete Record
The Delete Record button works in Datasheet and Form views to will remove the selected record or records.
You cannot Undo a deletion of records!
You may have to delete related records in other tables first if the relationship is set to enforce referential integrity.
Button: Database Window
The Database Window button brings that window to the top. The Database window remains open as long as the database is open. You can minimize it or cover it with other windows.
A database programmer can hide the Database window and this button to keep users from interfering in the careful work he has done.
Button: New Object
The New Object button shows the icon for what you chose the last time. The arrow opens a list of links.
The AutoForm and AutoReport choices will create a basic form or report for the table or query that is currently selected. You can, of course, change the layout and the formatting afterwards.
The remaining choices open the New dialog for the object type or the
Design view for macros and modules.
The Help button looks and behaves differently in Access 2002 than in Access 2003.
Button: Toolbar Options
The down arrow at the far right of a toolbar opens a cascading menu: Add or Remove Buttons. You can customize the toolbar by adding or removing buttons.
A double arrow above the down arrow tells you that the window is too narrow to show all of the buttons on the bar. Clicking the arrow in this case will open a palette of the hidden buttons, in addition to the menu Add or Remove Buttons.
All Office programs display the most recently used buttons when there
is not room for all of them.
As you continue to work in a small window, which buttons are showing will change.
This can be confusing!
~~ 1 Cor. 10:31 ...whatever you do, do it all for the glory of God. ~~