Copy or move data

If you are pasting data from multiple fields to a datasheet (datasheet: Data from a table, form, query, view, or stored procedure that is displayed in a row-and-column format.), make sure the columns match the order of the data you want to copy or move.

When you paste records or data from multiple fields to a form, Microsoft Access pastes the data into fields with the same name as the source fields, regardless of their order on the form. If the data you want to copy or move contains fields that don't exist in the destination form, Access asks you if you want to paste only fields with matching names. If there are no matching field names, Access pastes the fields according to the destination form's tab order — this might not be the order you want. If the field names in the source are different from the field names in the destination, you might want to paste the data into a datasheet instead of a form.

ShowCopy or move data from one field to another

  1. Open a datasheet, or open a form in Form view (Form view: A view that displays a form to show or accept data. Form view is the primary means of adding and modifying data in tables. You can also change the design of a form in this view.).
  2. Select the data you want to copy or move.

ShowHow?

The following table lists mouse techniques for selecting data or records in Datasheet view (Datasheet view: A view that displays data from a table, form, query, view, or stored procedure in a row-and-column format. In Datasheet view, you can edit fields, add and delete data, and search for data.).

To select Click
Data in a field Where you want to start selecting and drag across the data.
An entire field The left edge of the field in a datasheet, where the pointer changes into Button image.
Adjacent fields The left edge of a field and drag to extend the selection.
A column The field selector (field selector: A small box or bar that you click to select an entire column in a datasheet.).
Adjacent columns The field name at the top of the column and then drag to extend the selection.
A record The record selector (record selector: A small box or bar to the left of a record that you can click to select the entire record in Datasheet view and Form view.).
Multiple records The record selector of the first record, and then drag to extend the selection.
All records Select All Records on the Edit menu.
  1. To copy the data, click Copy Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

To move the data, click Cut Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

  1. To replace the current value of the destination field, select the whole field.

To insert the data into the existing data, position the insertion point where you want to paste the data.

  1. Click Paste Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

ShowCopy or move records from another application to Microsoft Access

Be sure the data is arranged in a spreadsheet or table, or separated by tab characters, before you select it.

  1. In the other application, select one or more rows you want to copy or move.
  2. Copy or cut the records in the other application.
  3. In Microsoft Access, open the datasheet or form in which you want to paste the records.
  4. Do one of the following:

ShowCopy or move records or data from multiple fields in Microsoft Access to another application

When you paste records into another application, Microsoft Access pastes the field names in the first row, followed by the data.

  1. Open a datasheet, or open a form in Form view (Form view: A view that displays a form to show or accept data. Form view is the primary means of adding and modifying data in tables. You can also change the design of a form in this view.).
  2. Select the data you want to copy or move.

ShowHow?

The following table lists mouse techniques for selecting data or records in Datasheet view (Datasheet view: A view that displays data from a table, form, query, view, or stored procedure in a row-and-column format. In Datasheet view, you can edit fields, add and delete data, and search for data.).

To select Click
Data in a field Where you want to start selecting and drag across the data.
An entire field The left edge of the field in a datasheet, where the pointer changes into Button image.
Adjacent fields The left edge of a field and drag to extend the selection.
A column The field selector (field selector: A small box or bar that you click to select an entire column in a datasheet.).
Adjacent columns The field name at the top of the column and then drag to extend the selection.
A record The record selector (record selector: A small box or bar to the left of a record that you can click to select the entire record in Datasheet view and Form view.).
Multiple records The record selector of the first record, and then drag to extend the selection.
All records Select All Records on the Edit menu.
  1. To copy data, click Copy Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

To move data, click Cut Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

  1. Open the application in which you want to paste the data.
  2. Do one of the following:
    • To replace data with the data from Access, select the data you want to replace.
    • To insert the data into existing data, position the insertion point where you want to paste the data.
    • To paste into a Microsoft Excel spreadsheet, select the cell in which you want the first column heading.
    • To paste into a Microsoft Word for Windows document, move the insertion point to where you want to place the records. The records are pasted as a table in Word.
  3. Paste the data.

 Note   If you are copying from a datasheet that contains subdatasheets, Access can copy only one level of datasheet at a time.

ShowCopy or move records or data from multiple fields to a datasheet

Before copying or moving the data, make sure the columns in the destination datasheet match the order of the data you want to copy or move.

  1. Open a datasheet, or open a form in Form view (Form view: A view that displays a form to show or accept data. Form view is the primary means of adding and modifying data in tables. You can also change the design of a form in this view.).
  2. Select the data you want to copy or move.

ShowHow?

The following table lists mouse techniques for selecting data or records in Datasheet view (Datasheet view: A view that displays data from a table, form, query, view, or stored procedure in a row-and-column format. In Datasheet view, you can edit fields, add and delete data, and search for data.).

To select Click
Data in a field Where you want to start selecting and drag across the data.
An entire field The left edge of the field in a datasheet, where the pointer changes into Button image.
Adjacent fields The left edge of a field and drag to extend the selection.
A column The field selector (field selector: A small box or bar that you click to select an entire column in a datasheet.).
Adjacent columns The field name at the top of the column and then drag to extend the selection.
A record The record selector (record selector: A small box or bar to the left of a record that you can click to select the entire record in Datasheet view and Form view.).
Multiple records The record selector of the first record, and then drag to extend the selection.
All records Select All Records on the Edit menu.
  1. To copy data, click Copy Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

To move data, click Cut Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

  1. Open the datasheet you want to paste the data into. If necessary, rearrange the columns of the datasheet to match the order of the data you are copying or moving.
  2. To replace the current data in the destination, do one of the following:
    • If you are pasting data from multiple fields, select a destination that has the same number of fields and records as the data you copied, and then click Paste Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.
    • If you are pasting records, select the records you want to replace, and then click Paste Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

To paste the data as new records at the end of the datasheet, click Paste Append on the Edit menu.

 Note    If the source datasheet has more fields than the destination datasheet, Microsoft Access doesn't paste the extra fields.

ShowCopy or move records or data from multiple fields to a form

  1. Open a datasheet, or open a form in Form view (Form view: A view that displays a form to show or accept data. Form view is the primary means of adding and modifying data in tables. You can also change the design of a form in this view.).
  2. Select the data you want to copy or move.

ShowHow?

The following table lists mouse techniques for selecting data or records in Datasheet view (Datasheet view: A view that displays data from a table, form, query, view, or stored procedure in a row-and-column format. In Datasheet view, you can edit fields, add and delete data, and search for data.).

To select Click
Data in a field Where you want to start selecting and drag across the data.
An entire field The left edge of the field in a datasheet, where the pointer changes into Button image.
Adjacent fields The left edge of a field and drag to extend the selection.
A column The field selector (field selector: A small box or bar that you click to select an entire column in a datasheet.).
Adjacent columns The field name at the top of the column and then drag to extend the selection.
A record The record selector (record selector: A small box or bar to the left of a record that you can click to select the entire record in Datasheet view and Form view.).
Multiple records The record selector of the first record, and then drag to extend the selection.
All records Select All Records on the Edit menu.
  1. To copy data, click Copy Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

To move data, click Cut Button image on the Table Datasheet, Query Datasheet, or Form View toolbar.

  1. Open the form you want to paste the data into.
  2. To replace the current data in the destination form, select the data you want to replace, and then click Paste Button image on the Database toolbar.

To paste the data as new records, click Paste Append on the Edit menu.

 
 
Applies to:
Access 2003