Standard Table (Grid) Functions
There are a number of features built into all of the grids, but especially important on the Summary List window.
- The Tab key moves horizontally from column to column on the currently active record.
- The Home key moves to the first column on the currently active record
- The End key moves to the last column on the currently active record
- The Arrow keys move up and down one record at a time.
- Page Up and Page Down move up or down one window's worth of records at a time. How many records that is depends on the size of the window and your screen resolution
Selecting a Single Record (Row):
Clicking on any row in a table will highlight that row, and make it the currently active record. An arrow will appear in the leftmost column (the selector column - looks like a little button), indicating that it is the currently active record. If you make a change to the record by changing the data in one of the columns, the arrow will change to a little pencil (clever, huh). Once the record is saved, either by moving to another record, or by clicking the Save button, if applicable, the selector will change back to an arrow.
Selecting Multiple Records (Rows):
Single click on the first record you wish to select. Then hold the Control Key (CTRL) down and click any other records that you wish. They don't have to be contiguous. To select multiple contiguous records, hold the SHIFT key down and click the last record you wish to select. All the records in between should then highlight.
IMPORTANT: This does not work on some windows, primarily the Summary window. I think it's a bug in the underlying table software. Therefore, you can't select multiple contiguous records quickly. However, you can select all records by highlighting at least one column, right mouse clicking and choosing Select All Records.
Horizontal (Width): Place the cursor over the right edge of the column header. You will see the cursor change to the horizontal re-sizing cursor (a vertical line with a small arrow on either side). Hold the left mouse down, and drag the line left or right to make the column narrower or wider.
Vertical (Height): Place the cursor over the bottom edge of the column selector button (the first column on the left). You will see the cursor change to the vertical re-sizing cursor (a horizontal line with a small arrow on the top and bottom). Hold the left mouse down, and drag the line up or down to make the column taller or shorter.
Selecting Columns (used for moving and hiding columns, and sorting data):
Single click on the header of the column you wish to select. This will highlight the column. If you wish to select multiple columns at once, they must be contiguous (next to each other for those of us who abhor words with more than one syllable). In that case, single click the starting column, and then drag the cursor left or right and highlight all the columns you wish to select
Select the column(s) to move as described above. Once the column(s) is/are selected, release the mouse, and then single click again on any one of the selected column headers and, this time, hold the left mouse button down. You will see a floating version of the headers appear at the point where the cursor is positioned. You will also see red arrows indicating the current location of the column(s). Move the cursor left or right to drag the column(s) to the new location. Release the left mouse button when you are ready to "drop" the column(s) in the new location.
Select the column(s) to hide as described above. Once at least one column is selected, right mouse click anywhere on the table. A popup menu will appear. Choose Hide Selected Columns. Note: On some windows, like the Summary window, you will get a different popup menu depending on whether or not a column is selected. The option to hide columns only appears when at least one column is selected (makes sense - otherwise, what would you be hiding?).
Right mouse click on the table. If a column is selected, you will see the Unhide All Columns option. If no columns are selected, look for the Show All Columns option. They do the same thing. In either case, if the option is disabled, that means all the columns are already showing. If it is enabled, that means some columns are currently hidden. In that case, click that option to show all columns.
If you wish to sort by multiple columns, they must be next to each other (contiguous). Select the column(s) as described above. Right mouse click. From the Popup menu, choose Sort Ascending or Sort Descending.
If a column is editable in a table, when you single click on it or tab into it, it will highlight the current text, and drop you into edit mode. You can then type your changes. Because the the arrow keys move from cell to cell, you'll find this especially helpful if you are updating the same column on a bunch of different records.
Most tables allow you to export data to a file in html format (the same thing used on web pages). Almost every Microsoft application allows you to open and edit html files, so this is a useful way to send data if necessary. Select at least one column, right mouse click, and then choose Export Data from the popup menu. You will be prompted for a file name. Once the data is exported, you can open that file using IE, Excel, Word or whatever. Some windows have an export button (an envelope with a letter behind it - get it - sending data - Oh those wacky icon makers!). That performs the same function.
Most tables have a print option as well, either via the print button on the toolbar or the popup menu (select a column first on the Summary window). However, this print option gives limited control over the format of the output. If you want to create your own reports, I suggest exporting to Excel, and then "prettying them up" there, and printing from Excel.