Work with data on a data access page

Add, edit, and delete data

Add a record

  1. On the record navigation toolbar, click New .

    Note   If you don't see the New button, it means one of the following:

    • The page does not support data entry.

    • The designer of the page has customized the button. Look for custom instructions on how to use the page, or contact the designer.

  2. Type the data you want in the first field, and then press TAB to go to the next field.

  3. When you are finished adding data to each field, save the record.

Note   If you make a typing mistake, press BACKSPACE. To cancel your changes in the current field, press ESC. To cancel your changes to the entire record, click Undo on the record navigation toolbar.

 

Edit data in a record

  1. Click in the field you want to edit.

    Note   You cannot edit calculated fields and fields that are being used to group data. If you can't insert the input cursor inside any of the fields in the page, the page does not support edits.

  2. Type the text you want to insert.

  3. Save the record.

Note   If you make a typing mistake, press BACKSPACE. To cancel your changes in the current field, press ESC. To cancel your changes to the entire record, click Undo on the record navigation toolbar.

 

Delete a record

Important   Once you delete a record, you cannot undo the deletion from the database.

Note   If you don't see the Delete button, it means one of the following:

 

Enter a hyperlink address

Paste a hyperlink or hyperlink address

  1. Navigate to a hyperlink or hyperlink address in one of the following ways:

    • Open a document that contains the hyperlink or the hyperlink address.

    • In a Web browser such as Microsoft Internet Explorer, go to the page that contains the hyperlink or hyperlink address.

  2. Do one of the following:

    • In the document, select the hyperlink or the hyperlink address, and then click Copy on the Edit menu.

    • In the Web browser, select the address in the Address box or select a hyperlink address anywhere on a page, right-click the selection, and then click Copy Shortcut on the shortcut menu.

  3. Open a data access page in your Web browser.

  4. Place the insertion point in a text box that accepts hyperlinks on the page.

  5. On the Edit menu, click Paste.

Drag an Internet shortcut

  1. Navigate to an Internet shortcut (such as an icon on your desktop).

  2. Right-click the Internet shortcut, and then use the right mouse button to drag the shortcut to a text box that accepts hyperlinks on the data access page.

Type a hyperlink address

  1. Place the insertion point in a text box that accepts hyperlink addresses.

  2. Type a valid hyperlink address. A hyperlink address can have up to four parts that are separated by the number sign (#):

    displaytext#address#subaddress#screentip

    The following example includes displaytext, address, and screentip. Note that it also includes the # for subaddress, which has been omitted:

    Microsoft Corporation#http://example.microsoft.com/##Example page for Microsoft Corporation

    Tip

    Click Refresh on the Microsoft Internet Explorer toolbar to see the hyperlink address displayed as a formatted hyperlink.

Add, change, or delete the path to a picture

Note   The picture is not stored in the database. Rather, the path to the picture's location is stored in the database, and the picture is stored in a computer's file system.

  1. Click inside the path field.

  2. Do one of the following:

    • To add the path to the picture, type the path of the picture's location.

    • To change the path to the picture, edit the path.

    • To delete the path to the picture, select the contents of the field and press DELETE.

Notes

 

Save or undo changes

Save a record

Note   If you don't see the Save button, it means one of the following:

 

Undo changes when adding or editing records

  • To undo changes to the current record, click Undo on the record navigation toolbar.

Note   If you don't see the Undo button, it means one of the following:

  • The designer of the page has customized the button. Look for custom instructions on the page on how to undo your changes.

  • The page is read-only and does not support additions or edits.

 

Navigate between fields and records

Select fields and records

Using the mouse

The following table lists mouse techniques for selecting data or records.

To select Click
Data in a field Where you want to start selecting and drag across the data
An entire field Three times within the field
A record A field that belongs to the record

Using the keyboard

The following table lists keyboard techniques for selecting data or records.

To select Do this
Data in a field Move the insertion point to the start of the text you want to select, and then hold down SHIFT and press the arrow keys to move to the end of the selection.
An entire field Move the insertion point to anywhere in the field, press HOME, and then press SHIFT+END.
A record Press TAB until a field that belongs to the record gets focus.


Note  
Your data access page might have a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component, which have their own methods of selection. To display Help for one of these components, click Help on its toolbar.

 

Move between records

Record navigation buttons

1  First record

2  Previous record

3  Record source and number

4  Next record

5  Last record

Note   If you don't see the record navigation toolbar on your page, it means one of the following:

  • All the records are displayed on the page, so the navigation buttons are not necessary.

  • The designer of the page has customized the toolbar. Look for custom instructions on how to use the page, or contact the designer.

 

Sort, find, filter, or refresh data

Sort data

You can sort data on a data access page, including data that's grouped. For grouped data access pages, you can sort the list of groups or the records within a group.

  1. Do one of the following:

    • In an ungrouped page, click the field you want to use for sorting records.

    • In a grouped page, expand the group that you want to sort, and then click the field you want to sort records on.

      Note   When you sort records within a group, the sort order only applies to that group. It does not affect the order of records in other groups. For example, say a data access page is grouped by region, the region names are listed in ascending order, and under each region employees are listed in ascending order by their last name. If you display employee records for Mexico and then sort employees in descending order by last name, then the employee records for other regions will still be sorted in ascending order, as will the list of regions themselves.

  2. Do one of the following:

    • To sort in ascending order, click Sort Ascending .

    • To sort in descending order, click Sort Descending .

Notes

  • If the records are displayed in tabular format, simply click the label of the field you want to sort records on. The records will display in ascending order. To sort records in descending order, click the label again.

  • If you browse to another data access page and come back to this page, you'll lose the sort order.

  • The order in which numbers, text, and special characters are sorted depends on the database and your regional settings in Microsoft Windows Control Panel.

  • This procedure doesn't apply to a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component. These features can be sorted independently from the rest of the data on the data access page, and may also support additional sorting capabilities. To display help for a PivotTable list, spreadsheet, or chart, click Help on its toolbar.

 

Find specific data by using a filter

By using a filter, you can find records based on whether they contain a specific value in a particular field. For example, you can find all records that have "Germany" in the Country field. When you apply the filter, only the records that contain the value you selected will appear in the data access page. Once you remove the filter, all the records will be displayed again. For grouped data access pages, you can filter the list of groups (the group headings) or the records within groups.

  1. Do one of the following:

    In an ungrouped page

    1. Move focus to the field that has the value that you want to use to filter records.

    2. Click Filter By Selection on the record navigation toolbar.

    In a grouped page

    1. Expand the group that you want to filter.

    2. Move focus to the field that has the value that you want to use to filter records.

    3. Click Filter By Selection on the record navigation toolbar for that group.

      The filter applies only to the current group. In other words, if a page groups customer orders by country, and you filter the records for Brazil that have a required date of 6/2/98, that filter applies only to the records for Brazil, not to the records for the other countries.

  2. To further narrow the subset of records, continue selecting fields and clicking Filter By Selection until you have just the records you want.

    For example, if you want to see records only for customers in Germany with a required date of 5/12/98, select "Germany" in the Country field, click Filter By Selection, select "5/12/98" in the Required Date field, and then click Filter By Selection again.

Notes

  • If you select only part of the value in a field, the data access page still uses the entire field value for filtering.

  • You can remove the filter and then reapply it during the same working session.

  • If you browse to another data access page, you'll lose the filter.

  • This procedure doesn't apply to a PivotTable list, spreadsheet, or chart. These features can be filtered independently from the rest of the data on the data access page and may also support additional filtering capabilities. For more information, click Help on that component's toolbar.

 

Apply an existing filter

You can reapply filters that you created earlier in the current working session. However, if you browse to another data access page after creating the filters, or if you navigate away from the records that are currently displayed, the filters will be lost.

  • On an ungrouped page, click Filter Toggle on the record navigation toolbar.

  • On a grouped page, expand the group that you want to filter, and then click Filter Toggle  on the record navigation toolbar for that group.

Note   This procedure doesn't apply to a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component. These features can be filtered independently from the rest of the data on the data access page, and may also support additional filtering capabilities. To display help for a PivotTable list, spreadsheet, or chart, click Help on its toolbar.

 

Remove a filter to show all records

Notes

  • Removing a filter doesn't delete it. However, if you close or refresh the page, or move away from the current set of records, you will lose the filters on a page.

  • This procedure doesn't apply to a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component. These features can be filtered independently from the rest of the data on the data access page, and may also support additional filtering capabilities. To display help for a PivotTable list, spreadsheet, or chart, click Help on its toolbar.

 

Display the most current data on a data access page

If other users are entering data at the same time as you are, your data access page may not be displaying the most recent changes to the database. To see current data, refresh the page periodically.

  • Click Refresh on the Microsoft Internet Explorer toolbar or press F5.

Caution   If you click Refresh before you have saved your changes, Internet Explorer warns you that your changes may be discarded. You must click Cancel to prevent losing your changes to the current record.

Notes

  • If reloading the data takes a long time and you want to cancel the operation, click Stop on the Internet Explorer toolbar or press ESC.

  • Your data access page might have a Microsoft Office PivotTable Component, Spreadsheet Component, or Chart Component, which have their own methods of selection. To display help for the PivotTable list, spreadsheet, or chart, click Help on its toolbar.

 

Use shortcut keys on a data access page

To use the following keys, press the TAB key repeatedly until the expand indicator or record navigation toolbar has focus. If a PivotTable list, spreadsheet, or chart currently has focus, press CTRL+TAB.

Press To
SPACE or ENTER Expand or collapse a group of records that correspond to the expand indicator in a grouped data access page
LEFT ARROW or RIGHT ARROW Select a button on the record navigation toolbar
SPACE or ENTER Activate the selected button on the record navigation toolbar