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General Access FAQs
Email any General Microsoft Access questions to: 1stcontact@1stAccessHelp.com
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I'm just learning to use Microsoft Access and prefer the keyboard to the mouse. Are there any standard shortcut keys?
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My database has over 5000 records in it. Most of the time I only need to work with a few hundred at a time. Is there a way to work with smaller groups of records?
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| 1. |
I'm just learning to use Microsoft Access and prefer the keyboard to the mouse. Are there any standard shortcut keys? |
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Below are some of the more commonly used short-cuts. The most popular ones are highlighted in yellow:
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1. To print the current or selected object
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CTRL+P
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2. To save a database object
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CTRL+S or SHIFT+F12
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3. To open the Save As dialog box
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F12 or ALT+F2
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4. To open a combo box (drop down list box)
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F4 or ALT+DOWN ARROW
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5. To refresh the contents of a Lookup field list box or combo box
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F9
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6. To move down one line
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DOWN ARROW
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7. To move down one page
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PAGE DOWN
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8. To move up one line
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UP ARROW
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9. To move up one page
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PAGE UP
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10. To open the Find dialog box (Use this to search for records, make sure the field you want to search has focus.)
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CTRL+F
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11. To open the Replace dialog box (Datasheet view, Form view, and Module Window only)
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CTRL+H
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12. Open the Zoom box to conveniently enter expressions and other text in small input areas
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SHIFT+F2
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13. To quit Microsoft Access, close a dialog box, or close a property sheet
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ALT+F4
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| 2. |
My database has over 5000 records in it. Most of the time I only need to work with a few hundred at a time. Is there a way to work with smaller groups of records? |
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You are talking about a filter. It is possible to filter records in many different ways.
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Open your database and click on the County field.
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Hit CTRL+F, this will bring up the Find Dialog box.
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Type the name of the county you want to work with in the Find What field.
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Check at the bottom of the Find Dialog Box there is a Match field. It defaults to Whole Field.
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Now hit the Find First button to the right hand side. This will take you to the first record containing the county name you typed into the Find Dialog Box.
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Now that you've found a record containing the appropriate county name, highlight the County field and right-click.
It is also possible to filter by excluding a selection.
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For instance, lets assume you have a field in your database called Member Status. One status is inactive.
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If you want to work with all the members in your database except for the inactive members, then use the Find Dialog Box to search for an inactive member.
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After you?ve found an inactive member, highlight the Member Status field and right-click.
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When the pop-up menu appears select Filter Excluding Selection.
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Now you?re record set should only contain records which are NOT inactive.
When you are finished working with the filtered record-set, you may want to remove the filter.
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To do this, right-click on any field
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Choose Remove Filter/Sort.
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Now all 5000 records will show up in your record set.
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