Working with Text and Data

Access supports standard keyboard shortcuts for selecting text when you re working within a field. For example, press [Shift] - ’ to extend the selection one character to the right, or press [Shift] - 1 to reduce the selection one character to the left.

Shortcuts for Selecting Fields and Records

You can use the following keyboard shortcuts to select fields and records.

Select the next field

[Tab]

Toggle between selecting a record and selecting the first field of the record

[Shift] - [Spacebar]

This shortcut works in Navigation mode.

Extend the selection from the current record to the previous record

[Shift] - [ ‘ ]

This shortcut works when the current record is selected.

Extend the selection from the current record to the next record

[Shift] - [ “ ]

This shortcut works when the current record is selected.

Select all the records

[Ctrl] - [A] , [Ctrl] - [Shift] - [Spacebar]

Shortcuts for Extending the Selection

You can use the following keyboard shortcuts to extend the selection.

Turn on Extend mode and extend the selection

[F8]

In Extend mode, Access displays EXT in the lower-left corner of the window. Once you ve toggled Extend mode on, you can extend the selection by pressing [F8] again. The second press selects the word, the third press selects the field, the fourth press selects the record (in Datasheet view), and the next keypress (the fifth in Datasheet view, the fourth in other views) selects all records.

Extend the selection to the field to the right in the same row

[ ’ ]

This shortcut works only in Datasheet view after you ve pressed [F8] to turn on Extend mode.

Extend the selection to the field to the left in the same row

[ ]

This shortcut works only in Datasheet view after you ve pressed [F8] to turn on Extend mode.

Extend the selection to the previous row

[ ‘ ]

This shortcut works only in Datasheet view after you ve selected an entire cell or row and pressed [F8] to turn on Extend mode.

Extend the selection to the next row

[ “ ]

This shortcut works only in Datasheet view after you ve selected an entire cell or row and pressed [F8] to turn on Extend mode.

Undo the previous extension

[Shift] - [F8]

Press [Shift] - [F8] to reduce the selection by the last press of [F8] .

Turn off Extend mode

[Esc]

Press [Esc] after you ve finished selecting the relevant items in Extend mode.

Toggle selection of the active column

[Ctrl] - [Spacebar]

Press this shortcut to select the active column (if it s not selected) or to deselect it (if it is selected). This shortcut works only when you ve selected an entire cell (not just part of a cell).

Extend the selection to the column to the right

[Shift] - [ ’ ]

For this shortcut to work, the active column must already be selected. (Use the previous shortcut to select it if necessary.)

Extend the selection to the column to the left

[Shift] - [ ]

For this shortcut to work, the active column must already be selected. (Use the previous shortcut to select it if necessary.)

Shortcuts for Moving Columns in Datasheet View

You can use the following keyboard shortcuts to move columns in Datasheet view.

Switch on Move mode

[Ctrl] - [Shift] - [F8]

In Move mode, you can use 1 and ’ to move the selected column or columns.

Move the selected columns to the left in Move mode

[ ]

Move the selected columns to the right in Move mode

[ ’ ]

Shortcuts for Entering Data in Datasheet View or Form View

You can use the following keyboard shortcuts to enter data quickly in Datasheet view or Form view.

Insert the current date in the default format

[Ctrl] - [;]

Insert the current time in the default format

[Ctrl] - [Shift] - [:]

Insert the default value for the active field

[Ctrl] - [Alt] - [Spacebar]

Copy the value from the same field in the previous record

[Ctrl] - [']

Add a new record to the database

[Ctrl] - [Shift] - [+]

Delete the active record

[Ctrl] - [-]

Save changes to the active record

[Shift] - [Enter]

Insert a line in a multiline field

[Ctrl] - [Enter]