Work with data on a data access page

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.

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.

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

• On the record navigation toolbar, click Delete .

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

• The page does not support deletions.

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

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

• You cannot edit a field on a page unless the page supports edits.

• The path can be a relative path, a path on your computer, a universal naming convention (UNC) path, or a uniform resource locator (URL). The type of path you should use depends on the requirements of the database.

• If you want to delete the picture file, you must do so from its location in your computer's file system. See Microsoft Windows Help for more information about deleting files.

• On the record navigation toolbar, click Save .

Note  If you don't see the Save 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 save your changes.

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

• 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.

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.

• Use the navigation buttons located on the record navigation toolbar to quickly move between records or a group of records on a grouped data access page.

First record

Previous record

Record source and number

Next record

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.

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.

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.

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.

• Click Filter Toggle on the record navigation toolbar.

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.

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.