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In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.
When you're entering data, you may find times when it will be helpful to repeat information from previous records. Here are some useful techniques so you don't have to type the same information over and over again. I am going to open up my Products table. I am going to go to the bottom to start a new record. I am going to add a new size, a 4 ounce bottle to my product line. To duplicate my ID, I will hold down my Ctrl key and type a quotation mark, the key just to the left of the Enter key. It will copy the data directly above it. Press F2 and the insertion point will move to the end of the data. I will backspace 3 times to erase the numbers and enter 004, my new bottle size.
I will press Tab and then Ctrl+" mark again and as before my data will be copied from directly above. I can then continue tabbing across to enter the rest of my record. If a lot of the data is the same, I can even copy entire records and then just change some of the fields. Let's say I have a new oil and its pricing is exactly the same as the virgin oil. I will right-click on the gray box, to the left of the record that I want to copy and choose Copy off of the shortcut menu. Now, I will right-click on the star in the bottom left hand corner of the table, the one that starts a new record and choose Paste.
An identical record will fill in. Now be careful, because all our Ids have to be unique. The field is already highlighted and ready for your new data, so I will change this to ES004 and tab over to my oil name and change it to Estacada. The rest of my numbers are already entered and ready to go. By utilizing Copy, Paste and Ctrl+" mark, you can speed up repetitive data entry, both relieving the tedium as well as reducing possible data entry errors.
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