Quick Source Learning Guides Access 2010 Quick Source Guide | Page 2

Database Objects, Views & Data

Data

Database Objects

Entering Data in Datasheet
or Form View

Access database files consist of objects that help you manage all
your information. Database objects include:
• Tables – for storing data in spreadsheet form.
• Forms – for viewing, adding, and updating data.
• Reports – for analyzing or printing data in a specific layout.
• Queries – for finding, filtering, and retrieving data.
• Macros – for automating tasks.
• Modules – for automating tasks using Microsoft Visual Basic.
Note: To open a database object, double-click the object in the
Navigation pane, or right-click the object in the Navigation pane
and select Open from the shortcut menu.

• To enter data in a blank record, click in the

field and enter data.

• To copy information from the same field in the previous

record, press Ctrl + ’.
To enter the current date, press Ctrl + ;.
To enter the current time, press Ctrl + Shift + ;.
To move to the next field, press the Tab or Enter key.
To edit data, select the data in the field and enter new data.
Note: Changes made to a record are saved automatically when
you move to the next record.
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Working with Tabs

• To switch between open objects, click on the object tab for the

Sorting Data

object you want to view.
• To switch the object view, right-click the object tab and select
a view from the shortcut menu.
• To close an object, right-click the object
tab and select Close from the shortcut
menu or click the Close
button in the
upper-right corner of the Object window.
• To close all open objects, right-click the
object tab and select Close All from the
shortcut menu.

1. Open a table, form, or query in Datasheet, Form, or Layout

view.

2. Select the field you want to sort.
3. Click on the Home tab.
4. Click the Ascending or Descending button in the Sort &

Filter group. (Note that the sort options vary depending on
the data type.)
5. Optional: To remove the sort, click the Clear All Sorts button
in the Sort & Filter group.

Saving a Database Object

Filtering Data

left pane or right-click the object tab and select Save from the
resulting menu.
2. Enter a name for the object in the “Object” Name box and
click the OK button.
Note: To quickly save after the initial save, click the Save
button on the Quick Access toolbar, or press Ctrl + S.

2. Select the field you want to filter.
3. Click on the Home tab.
4. Do one of the following:
• To filter the field, click the Filter button in the Sort & Filter

1. Open a table, form, query, or report in Datasheet, Form,

1. Select the object, click on the File tab, and select Save in the

Report, or Layout view.

group, check or clear the boxes for the values to filter by, and
click the OK Button.
• To filter by selection, select all or part of a value in the
field that you want to base the filter on. Click the Selection
button in the Sort & Filter group and select an option from
the resulting menu.
5. Optional: To remove the filter, click the Toggle Filter button in
the Sort & Filter group.
Note: To quickly filter in Datasheet or Layout view, click the
arrow column header for the field you want to filter, check or
clear the boxes for the values to filter by, and click the OK button.

Views

Working with Views

Each type of database object has different views available.
• Datasheet View – allows you to view and enter data in tables,
forms, and queries in a spreadsheet format.
• Design View – allows you to change the design of objects.
• Form View – allows you to display, enter, or edit data from a
table or query.
• Layout View – allows you to edit forms and reports while you
view a live form or report.
• Report View – allows you to view a report without printing or
previewing it.
• Print Preview View – allows you to preview a report as it will
look when it is printed.
• PivotTable View – allows you to create a pivottable from table
or query data.
• PivotChart View – allows you to create a pivotchart from table
or query data.
• SQL View – allows you to create data definition queries.

Importing Data

1. Click on the External Data tab.
2. In the Import group, do one of the following:
• To import an

Access database,
click the Import
Access database
button.
• To import an Excel spreadsheet, click the Import Excel
spreadsheet button.
• To import or link to an ODBC database, such as SQL server,
click the Import or link to an ODBC database, such as SQL
server button.
• To import a text file, click the Import text file button.
• To import an XML file, click the Import XML file button.
• To import other types of files, click the More button and
select a file type from the resulting menu.
3. Follow the instructions provided by the Get External Data
wizard.

Changing the View

1. Click on the Home tab.
2. Click the bottom section of the View button in the Views

group.

3. Select a view from the resulting menu.

Note: You can also click the view buttons on the Status Bar.

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