Access Shortcuts for Users
I’m crazy about workflow improvement…. creating databases which helps users get more done in less time. But there are several ways where a user can speed up their own work process.
To some users, using Access 2010 shortcut keys can be as scary as sitting on a live crocodile. If you’re not familiar with shortcut keys, they’re just a quick way to accomplish simple tasks using a combination of keyboard keystrokes.
In Microsoft Word, many people know you can make a word Bold by selecting the word, then holding down the Ctrl key and hit the letter B. Other common shortcuts are Ctrl-I (italics), Ctrl-U (underline) and shortcuts like Ctrl-X (cut), Ctrl-C (copy) and Ctrl-V (paste) as well as Ctrl-F for Find. Shortcuts works in Word, Excel… and Access. But, there are shortcuts specific to Access that users can take advantage of.
Here are my top Access Shortcuts for everyday Access users:
Insert the Current Date
Ctrl-;
Insert the Current Time
Ctrl-:
Insert Previous Value (This is by far my favorite user shortcut. You can insert the value of the same field from the previous record. For instance, let’s say you are entering in a list of people that are all from Grand Rapids, MI. You’ve entered ‘Grand Rapids’ as the city in an entry and are now on a new record. Go to the City field and click Ctrl-‘ (single quote). Grand Rapids is automatically inserted.
Ctrl-‘
Add a New Record (This takes you off of the current record and creates a new record.)
Ctrl-+
Open a Different Database
Ctrl-O
Expand a combobox. This is helpful if you are entering a lot of data into textboxes and hit Tab to get to a combobox (aka dropdown menu). If you just hit F4, it will expand the list so you can select a value.)
F4
Save current record
Shift-Enter
Spelling/Grammar check
F7
Replace (Similar to Ctrl-F (Find), the Ctrl-H (Find and Replace) allows you to update many records at once. For instance, you can search all the records that have the word “Avenue” in the street field and replace it with the word “Ave”.)
Ctrl-H
Andy Tabisz is a Microsoft MVP and owner and lead innovator of WorkSmart Database Masters, LLC, serving clients nationally and internationally.