{"id":3117,"date":"2019-12-23T16:41:16","date_gmt":"2019-12-23T16:41:16","guid":{"rendered":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs\/?post_type=chapter&#038;p=3117"},"modified":"2024-05-17T00:25:22","modified_gmt":"2024-05-17T00:25:22","slug":"displaying-records-in-datasheets","status":"publish","type":"chapter","link":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/chapter\/displaying-records-in-datasheets\/","title":{"raw":"Displaying Records in Datasheets","rendered":"Displaying Records in Datasheets"},"content":{"raw":"<div class=\"textbox learning-objectives\">\r\n<h3>Learning Outcomes<\/h3>\r\n<ul>\r\n \t<li>Display records in datasheets<\/li>\r\n<\/ul>\r\n<\/div>\r\nThere are many ways to display data\u2014and change the way data is displayed\u2014in Access to be more productive. Among these are changing the order in which columns are displayed.\r\n\r\nHere is a database table displaying a list of purchase order records.\r\n\r\n<img class=\"alignnone wp-image-3448 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211747\/Figure13_10.png\" alt=\"A list of records with the column heading &quot;Submitted By&quot; selected.\" width=\"974\" height=\"289\" \/>\r\n\r\nTo better visualize the information, we may wish to see the submitter adjacent to the record number. To move a column, first highlight it by selecting the column heading.\r\n\r\n<img class=\"alignnone wp-image-3449 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211808\/Figure13_11.png\" alt=\"A list of records with the column &quot;Submitted By&quot; selected and ready to move, indicated by a blue shading with orange outline on the entire column &quot;Submitted By&quot;.\" width=\"974\" height=\"287\" \/>\r\n\r\nThen, left-click on the column header until you see a black line appear along the left side of the column indicating that it is ready to be moved. Then drag column to the desired location in the table view.\r\n\r\n<img class=\"alignnone wp-image-3450 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211826\/Figure13_12.png\" alt=\"A list of records with the column &quot;Submitted By&quot; selected and moved to the left, to the right of the record numbers column.\" width=\"974\" height=\"289\" \/>\r\n\r\nAnother display function of Access is the ability to change font size, row (record) height, and column (field) width.\r\n\r\n<img class=\"alignnone wp-image-3451 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211844\/Figure13_13.png\" alt=\"Toolbar shown with button &quot;Home&quot; selected. Font type, size, color, and positioning tools are located on the far right of the toolbar.\" width=\"974\" height=\"110\" \/>\r\n\r\nThe easiest way to make basic changes to font size, color, positioning, etc. is to highlight the record to be changed and use the tool bar in the example above. Adjusting row height or column width involves a bit more. In the example below, the Job Title field is slightly too small for one of the titles.\r\n\r\n<img class=\"alignnone wp-image-3452 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211914\/Figure13_14.png\" alt=\"Spreadsheet &quot;Supplier List&quot; with column &quot;Last Name&quot; and record 12 selected.\" width=\"974\" height=\"368\" \/>\r\n\r\nTo accommodate the longer title in that field, right-click the column header to open the dialog box in the example below.\r\n\r\n<img class=\"alignnone wp-image-3453 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211932\/Figure13_15.png\" alt=\"&quot;Supplier List&quot; spreadsheet open and Job Title column selected. The user has right clicked the column header and opened the dialogue box which appears at the right of the selected column.\" width=\"974\" height=\"327\" \/>\r\n\r\nSelect \u201cField Width\u201d and set the value to the desired width to accommodate the longer title as shown in the example below.\r\n\r\n<img class=\"alignnone wp-image-3454 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211951\/Figure13_16.png\" alt=\"&quot;Supplier List&quot; spreadsheet with Job Title column width adjusted so that the full job titles can be seen.\" width=\"974\" height=\"414\" \/>\r\n<div class=\"textbox tryit\">\r\n<h3>Practice Question<\/h3>\r\nhttps:\/\/assess.lumenlearning.com\/practice\/5da12f46-1513-4e91-a5d4-566310d21e2c\r\n<\/div>","rendered":"<div class=\"textbox learning-objectives\">\n<h3>Learning Outcomes<\/h3>\n<ul>\n<li>Display records in datasheets<\/li>\n<\/ul>\n<\/div>\n<p>There are many ways to display data\u2014and change the way data is displayed\u2014in Access to be more productive. Among these are changing the order in which columns are displayed.<\/p>\n<p>Here is a database table displaying a list of purchase order records.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3448 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211747\/Figure13_10.png\" alt=\"A list of records with the column heading &quot;Submitted By&quot; selected.\" width=\"974\" height=\"289\" \/><\/p>\n<p>To better visualize the information, we may wish to see the submitter adjacent to the record number. To move a column, first highlight it by selecting the column heading.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3449 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211808\/Figure13_11.png\" alt=\"A list of records with the column &quot;Submitted By&quot; selected and ready to move, indicated by a blue shading with orange outline on the entire column &quot;Submitted By&quot;.\" width=\"974\" height=\"287\" \/><\/p>\n<p>Then, left-click on the column header until you see a black line appear along the left side of the column indicating that it is ready to be moved. Then drag column to the desired location in the table view.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3450 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211826\/Figure13_12.png\" alt=\"A list of records with the column &quot;Submitted By&quot; selected and moved to the left, to the right of the record numbers column.\" width=\"974\" height=\"289\" \/><\/p>\n<p>Another display function of Access is the ability to change font size, row (record) height, and column (field) width.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3451 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211844\/Figure13_13.png\" alt=\"Toolbar shown with button &quot;Home&quot; selected. Font type, size, color, and positioning tools are located on the far right of the toolbar.\" width=\"974\" height=\"110\" \/><\/p>\n<p>The easiest way to make basic changes to font size, color, positioning, etc. is to highlight the record to be changed and use the tool bar in the example above. Adjusting row height or column width involves a bit more. In the example below, the Job Title field is slightly too small for one of the titles.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3452 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211914\/Figure13_14.png\" alt=\"Spreadsheet &quot;Supplier List&quot; with column &quot;Last Name&quot; and record 12 selected.\" width=\"974\" height=\"368\" \/><\/p>\n<p>To accommodate the longer title in that field, right-click the column header to open the dialog box in the example below.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3453 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211932\/Figure13_15.png\" alt=\"&quot;Supplier List&quot; spreadsheet open and Job Title column selected. The user has right clicked the column header and opened the dialogue box which appears at the right of the selected column.\" width=\"974\" height=\"327\" \/><\/p>\n<p>Select \u201cField Width\u201d and set the value to the desired width to accommodate the longer title as shown in the example below.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3454 size-full\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/3008\/2019\/12\/07211951\/Figure13_16.png\" alt=\"&quot;Supplier List&quot; spreadsheet with Job Title column width adjusted so that the full job titles can be seen.\" width=\"974\" height=\"414\" \/><\/p>\n<div class=\"textbox tryit\">\n<h3>Practice Question<\/h3>\n<p>\t<iframe id=\"assessment_practice_5da12f46-1513-4e91-a5d4-566310d21e2c\" class=\"resizable\" src=\"https:\/\/assess.lumenlearning.com\/practice\/5da12f46-1513-4e91-a5d4-566310d21e2c?iframe_resize_id=assessment_practice_id_5da12f46-1513-4e91-a5d4-566310d21e2c\" frameborder=\"0\" style=\"border:none;width:100%;height:100%;min-height:300px;\"><br \/>\n\t<\/iframe>\n<\/div>\n\n\t\t\t <section class=\"citations-section\" role=\"contentinfo\">\n\t\t\t <h3>Candela Citations<\/h3>\n\t\t\t\t\t <div>\n\t\t\t\t\t\t <div id=\"citation-list-3117\">\n\t\t\t\t\t\t\t <div class=\"licensing\"><div class=\"license-attribution-dropdown-subheading\">CC licensed content, Original<\/div><ul class=\"citation-list\"><li>Displaying Records in Datasheets. <strong>Authored by<\/strong>: Robert Danielson. <strong>Provided by<\/strong>: Lumen Learning. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by\/4.0\/\">CC BY: Attribution<\/a><\/em><\/li><\/ul><\/div>\n\t\t\t\t\t\t <\/div>\n\t\t\t\t\t <\/div>\n\t\t\t <\/section>","protected":false},"author":17,"menu_order":14,"template":"","meta":{"_candela_citation":"[{\"type\":\"original\",\"description\":\"Displaying Records in Datasheets\",\"author\":\"Robert Danielson\",\"organization\":\"Lumen Learning\",\"url\":\"\",\"project\":\"\",\"license\":\"cc-by\",\"license_terms\":\"\"}]","CANDELA_OUTCOMES_GUID":"ce005cba-2a20-4cfe-9b6c-e38010b4fc2e, bf27136e-c5f9-46c8-a9d8-54812c329edd","pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-3117","chapter","type-chapter","status-publish","hentry"],"part":2774,"_links":{"self":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters\/3117","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/users\/17"}],"version-history":[{"count":12,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters\/3117\/revisions"}],"predecessor-version":[{"id":5964,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters\/3117\/revisions\/5964"}],"part":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/parts\/2774"}],"metadata":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapters\/3117\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/media?parent=3117"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/pressbooks\/v2\/chapter-type?post=3117"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/contributor?post=3117"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-computerapplicationsmgrs-2\/wp-json\/wp\/v2\/license?post=3117"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}