Part 1: Part Title
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Why can t I see all the available commands when I open a menu in Access By default, all applications in Office 2003 use adaptive menus that display only the most commonly or recently used items when you first open a menu. For this reason, you might not see some of the menu options mentioned in this book right away. After the menu has been displayed for a few seconds, it will expand to display all available options. You can display the seldom-used commands immediately by clicking the down arrow at the bottom of the menu. If you prefer to see full menus without any delay, choose Customize from the Tools menu, click the Options tab, and select the Always show full menus option.
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The Table Window in Datasheet View
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To view, change, insert, or delete data in a table, you can use the table s Datasheet view. A datasheet is a simple way to look at your data in rows and columns without any special formatting. You can open a table s Datasheet view by selecting the name of the table you want in the Database window and clicking the Open button. When you open a table in Design view, such as the tblEmployees table shown in Figure 2-7, you can switch to the Datasheet view of this table, shown in Figure 2-9, by clicking the View button on the toolbar. Likewise, when you re in Datasheet view, you can return to Design view by clicking the View button. You can also list all available views by clicking the small down arrow button to the right of the View button and then choosing the view you want by clicking its name. You ll read more about working with data in Datasheet view in 7, Creating and Working with Simple Queries. As in Design view, you can move from field to field in the Table window in Datasheet view using the Tab key, and you can move up and down through the records using the arrow keys. You can also use the scroll bars along the bottom and on the right side of the window to move around in the table. To the left of the bottom scroll bar, Access shows you the current record number and the total number of records in the currently selected set of data. You can select the Record Number box with your mouse (or by pressing F5), type a new number, and then press Enter to go to that record. You can use the arrows on either side of the Record Number box to move up or down one record or to move to the first or last record in the table. You can start entering data in a new record by clicking the New Record button on the right.
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Part 1: Understanding Microsoft Access
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The Many Faces of Microsoft Access
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Figure 2-9. A Table window in Datasheet view.
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You probably noticed that the Datasheet view of the tblEmployees table gave you all the fields and all the records in the table. But what if you want to see only the employee names and addresses Or maybe you d like to see in one view information about employees and all of their confirmed room reservations. To fill these needs, you can create a query. Click Queries on the Object bar in the Database window to see the list of queries available in the Housing Reservations database, as shown in Figure 2-10.
Figure 2-10. A list of queries in the Housing Reservations database.
Part 1: Part Title
Close the tblEmployees table now by clicking the window s Close button or by choosing the Close command from the File menu. You should now be back in the Database window for the Housing Reservations database.
Part 1: Understanding Microsoft Access
Microsoft Office Access 2003 Inside Out At the upper left corner of the Database window, you can see the same three toolbar buttons that you saw for tables. At the top of the queries list in the Database window, you can see two special shortcuts for creating a new query. You can double-click either of these shortcuts to begin defining a new query. You can also open a query in Datasheet view by double-clicking the query name, or you can open the query in Design view by holding down the Ctrl key and double-clicking the query name. You can right-click a query name and choose an option from the shortcut menu.