Different Views From The Same Window

The Access database offers you two different ways of looking at the same information: a Form View and a Datasheet View.

·         The Form View is a page with solid colors in the background and small windows for each information field.

·         The Datasheet View is a page with a white background and information presented in a tabular (columns and rows) Form.

Editing Records

When you open a “Form” (a page which carries information in small windows), the first field of the first record is automatically selected for you.

 To Replace Information In A Field

In either a Form or Datasheet View of your data: Use the mouse to select the contents of the field you want to replace, or move to the field using the TAB key. If you begin typing while data is selected (highlighted), the characters you type will replace those already in the field.

In a Datasheet, the quickest way to select a field is to click near the left edge of the field when the pointer has a plus sign shape. This will highlight the chosen field.  In Form View, click on the field’s label, or move with your mouse to the field and  touch F2. This will highlight the field.

For Large notes use this very helpful feature:

Press SHIFT + F2 and the filed will open in a "Zoom" box. Press F2 again and you will be located to the end of the field ready to add more information. When you are finished C the OK button.

 To Insert Data Into A Field

Move to the field with a TAB. The field will be highlighted (the system is in default replace mode). Click once with your left mouse button on the highlighted field. A blinking insertion point appears in the field. (Alternately, if you touch F2, you will move to the end of that field and a blinking insertion point appears.) Move to the place you want to insert information with the ARROW keys or with your Mouse. Type the text you want to insert. If you make a mistake, press the BACKSPACE key.  If you want to cancel all editing changes, press the ESC key until all information is removed from all fields. When you move to another record*, your changes are automatically saved.

*Note: Changes are saved when you move to a new record (Owner, Unit, Agent), not to a new field (Owner name, Address, Telephone Number, etc.) You can also Save by clicking on the horizontal bar on the left hand side of your screen. The pencil ! in the horizontal bar will turn to a solid arrow head 8and the bar itself becomes a darker shade of gray.

©User Tip: You should Save your work before you move to another function within PMM. For example, if you have been working in the Unit function and want to work in Availability, click on the horizontal bar on the left hand side of your screen before moving to Availability. You can also press SHIFT+ENTER to Save a record.

You don’t have to tell the system to save your data. It is automatically saved in the record you are editing when you move to a new record. However, before you change functions, Save the work you have done by clicking on the horizontal bar on the left hand side of your screen or press SHIFT+ENTER.