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In Datasheet View, you are basically seeing one row per record in a table. To some extent, Datasheet View can be used to work on the data such as adding, changing, or deleting some details. You can also insert fields within a table in Datasheet View and do a field validation, which basically gives you the option to set a number of things on a given field.

Learn more about the set of navigation buttons that are a very convenient way of stepping through a large table of data, going to the end, and so on. It's a quick way to make a change to a particular item or field. Want to know more? Watch this video!

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Hello again and welcome back to our course on Access 2013. In this section we’re going to take a more detailed look at Datasheet View.

So let’s take a look at the movie table. I’ve added some more movies. We’ve got what are supposedly the top 50 movies of all time now included in the table. And in Datasheet View you’re basically seeing one row per record in a table.

Now as I’m sure you’ve realized by now when you’re working on a table such as the movie table here, there are basically two things that you’re going to do to it. One of them is to design the table and I include in that its relationship with other tables, but also you’re going to actually want to work on the data. You want to add movies.

You want to change the details of movies. You maybe want to delete movies. Datasheet View to some extent can be used for both purposes. But I would pretty strongly recommend against using it for design. Now Datasheet View over recent versions of Access has been modified quite a bit so that you can do quite a bit of design in Datasheet View, as I’ll show you in just a moment. But I really don’t think it’s a good idea to do design in Datasheet View. I think you do design in Design View and you can work on the data in Datasheet View. Having said that, Datasheet View is not necessarily the best way to work on the data either as we’ll see later on in the course. But let’s first of all look at the sort of thing we can do from a design viewpoint in Datasheet View.
So for the purposes of this, I’m going to minimize the Navigation Pane.

You may recall as I mentioned earlier on that at any time when we’re working on a table in Datasheet View, we can add another field just by clicking in that last column, the one that says Click to add, start putting some data in there, and we’ll have a new field in our table definition. Similarly, we’ve got two fields here, Actor 1 and Actor 2, that are still in the table even though we know that we don’t need those because we’ve setup the relationship with the actor table. If I select that first column and then hold the Shift key down and click on the second column, then if I go to the Fields Tab and click on Delete. Do you want to permanently delete the selected fields and all the data in the fields? Click Yes. Then I’ve actually deleted two fields from a table.

Now when we’re in Datasheet View, we see this pair of tabs. I’ve just used the Fields Tab and the Delete button to delete a field from the table. Note I’m not deleting a record in the table. I’m not deleting one set of data relating to one movie. I’m effectively deleting a property of the information about a movie. So I deleted Actor 1 and Actor 2 because we’re not using those. Now on this Fields Tab, we have a group here: Add and Delete. We’ve just used the delete part. There’s an add part. We can add a field. We can change the design of this table by adding a field.

The most commonly used fields, short text, number, currency and so on, have all got their own buttons, but there’s also a drop down here More Fields that gives a list of all of the different types of field that we might want to add. So for instance, if we wanted to insert a short date, we now have a short date field. Its name is Field 1. So we might have something like release date for the actual date of release rather than the year of release of the movie. And then within that we can type in dates, a release date for each movie. So it’s actually very straightforward to insert fields within a table in Datasheet View.

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