Rows in table...is there a way to hide them

[LeahT]

I am really a seriously novice Access user. My company uses Access to keep
track of files and what box they are in and on what rack in what bldg (stored
at). So, the problem is...we frequently destroy boxes. In the Box Table there
is an option in the "Stored At" column for "Destroyed" to show that we have
gotten rid of that box. Unfortunately, now our (very large) box table is
riddled with destroyed boxes. We don't want to delete the record (in case we
need to know what happened to a file)...but I would like to hide them somehow
if that is possible. Any thoughts?

 

[Clifford Bass]

Hi Leah,

Since you are a novice, I think I would suggest that by default the
form opens with the destroyed information filtered out. Then if someone
wants to see the destroyed stuff they simply remove the filter. So create an
On Open event procedure for your form. In it add two lines; one to set the
filter and the other to make sure the filter is on. It will look something
like this:

Private Sub Form_Open(Cancel As Integer)

Filter = "[Stored At] <> ""Destroyed"""
FilterOn = True

End Sub

Now, when it opens they will not display. To display them toggle the
filter. In Access 2007: Home ribbon, Sort & Filter section, Toggle Filter
item. Repeat to hide them again. In earlier versions: Records menu, Remove
Filter/Sort item or Apply Filter/Sort item.

Hope this helps,

Clifford Bass

 

[Jeff Boyce]

Leah

An alternate approach to what Clifford offers is to use a query to only see
the non-Destroyed rows. Then use that query to feed your form. You ARE
using forms to display the data, and not working directly in the table,
right?!

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[LeahT]

Hmmm...this is where my novice REALLY shows. No...we work directly in the
tables...no forms to speak on in this one. OH if only I knew how to use
Access!

I like the idea that Clifford suggested, but clearly that won't work cuz we
don't use forms...so until I can figure out how to use the forms...is there a
simple way to just hide the rows in the table?

 

[Clifford Bass]

Hi Leah,

It is really simple. Just use the Form Wizard to create a form based
on your table. Access 2007: Create ribbon, Forms section, More Forms item,
Form Wizard. Or choose one of the other form options. Previous version:
Click on the Forms item under Objects in the left side of the database
window. Then click on the New button in the middle top of the database
window. Choose Forms Wizard or one of the other options that shows. Do a
search in your online help for "create a form", with the quotes, for more
information.

Clifford Bass

 

[Jeff Boyce]

Leah

One of the problems with working directly in the tables in Access is that
folks get into a mindset that Access is just a "spreadsheet on steroids".
Access tables store data. Access forms (and reports) display it, and offer
a VERY rich event environment.

As long as folks are working in the tables, they're likely to expect Access
to work like a spreadsheet ... and it won't!

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[MikeJohnB]

I agree entirely with the thoughts and teachings of both Clifford and Jeff, a
user should never, repeat never be allowed to use the table direct. It is
possible to generate a datasheet form base direct on a table or prefereably
on a query which for intents and purposes looks identical to a table. Using
wizards are easy for both the form and the query. The filter in the query
should be placed in the criteria row, Not "Destroyed"

However, right clicking a record in the table which contains the word
"Destroyed" and selecting "Filter Excluding Selection" will filter out the
destroyed records.

I only include the above statement for completness of factual information.
You should take time to complete the easy steps of making a query and a form
based on your table.

Kindest Regards
Mike B

 

[troy23]

Easiest way is just to create a query and in the criteria for 'Stored
At' enter <> "Destroyed"

Then run the query

Also save it so that you can load it at any time

For FREE Access ebook and videos click here
http://access-databases.com/ebook

 

[LeahT]

Thank you everyone!! I see now that I need to really get a better handle on
Access and its capabilities. I have purchased a few (7) books on how to use
Access...and I plan on really getting a better understanding. You al have
started me in the right direction though...VERY VERY much appreciated.

 

[Clifford Bass]

Hi Leah,

You are welcome! And good luck. The time and effort you take in
learning Access will be well worth it. It will open up a lot of
possibilities to you and your company.

Clifford Bass

 

[gls858]

Thank you everyone!! I see now that I need to really get a better handle on
Access and its capabilities. I have purchased a few (7) books on how to use
Access...and I plan on really getting a better understanding. You al have
started me in the right direction though...VERY VERY much appreciated.

Another good source is Microsoft. They have a number of tutorials that
could be quite helpful to a "newbie". But they will all be for Access
2007. If you google for Access 2003 tutorial or Access 2007 tutorial
depending on your version you should get some helpful sites.
Most will step you through the basic steps of creating tables, queries,
and forms.

Here's a link to Microsoft's site
http://office.microsoft.com/en-us/training/HA102744471033.aspx


gls858