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Weekly Computer Tip # 97
15 January 2005

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Copying records in Form View (Microsoft Access)

It's been a while since I've done a tip on Microsoft Access, yet I've been doing quite a bit of database tweaking and training for customers recently. So time to focus on something I only found out myself the other day. You see? I've been using Access for 10 years or so, but you will never hear me say "there's nothing you can tell me about it I don't already know". OK, I' ve used it for all sorts of jobs and I can usually make it do anything I want, but that's exactly when you run into many of these tips and tricks, such as today's on copying records in Form View.

Microsoft Access Forms provide an easy to navigate, intuitive environment. For many of us the Form view is often the preferred method to view, modify and add records into your database table. Let's say you want to add a new record, but most of the data in this new record is readily available in one of your other records. For example, a new contact for the same company where the company address, website etcetera will be same. (I know you might want to consider setting up a relational database, but that's a different ballgame.) Obviously, you could enter the data from scratch, however,

Did you know ...

Access Forms provide a nifty way of copying a record, so you can reuse the data and only amend the necessary bits of information.

Here's how:

  1. In Form View, locate the particular record that you want to copy by using the standard Find feature.
  2. Right-click anywhere in the record selector (the small bar to the left of the record in the form). A shortcut menu, offering Cut, Copy, Paste and Properties options, is displayed.
  3. Select Copy.
  4. Click on the New Record button (on the Application window toolbar or at the bottom of the Form). The form displays a blank record.
  5. Right-click anywhere in the record selector.
  6. Select Paste from the shortcut menu.
  7. Modify as needed.

By the way, this is assuming the person who created your form hasn't hidden the record selector. Let me know if you need to know how to unhide the record selector. Or perhaps it's worth its own separate tip?! Speaking of tips ... apart from my monthly column in the Cambridge Evening News, the Cambridge Network (http://www.cambridgenetwork.co.uk) now has a new weekly series for their members, where I offer handy tips to help their members 'tame their computer'. Remember, 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.

Just before you go, if anyone is interested in the next hands off Excel with Excel seminar (first one scheduled in Cambridge on 15 March) and would like to save money ... as a weekly tip subscriber you're entitled to a discount of 10% bringing the price down to GBP149. Bring a colleague or friend for an additional GBP125 - the benefit from attending the seminar together is enormous, if only so that you will "speak the same language" so you can support one another as you continue to learn and experiment with Excel. You can check out more (and book) at http://www.roem.co.uk/events.html. (Offer ends 15 February.) Finally, you may not want to take my word for it (as I can go on a bit), so I'll let you read what others have said about hands off training ...

"Computer courses can be scary, this course was thoroughly enjoyable, well paced, plenty of information - a day well spent!" Jayne Williams, Grifols UK Ltd, Cambridge

"I found the seminar extremely interesting and a very different way of learning. I would definitely recommend it to anyone who uses Excel and wants to progress using the various functions to a greater degree. I enjoyed the day and even found time to look through the folder at home in the evening. I would not hesitate to go on another hands-off course." Linda Curnow, Lucy Cavendish College, Cambridge

"Karen was very informative and went at a pace that everyone could follow. Always made time for all members of the group." Sharon Nightingale, Swavesey Village College, Swavesey

"Great venue, lovely trainer! I really enjoyed it. (Much more than I thought I would.)"
Liz Whitaker, Norfolk Federation of Young Farmers Clubs

"I enjoyed the open forum rather than just sitting at the machine and working."
Jane Golding, Churchill College, Cambridge

"Non-hands on was very interactive and enabled plenty of Q&A." Carolyn Harden, National Air Traffic Services

Until next week.

Karen
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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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January 2005