Find and Replace Data in Access  Step by Step Guide ▷ 2020

A common factor in all programs Office is the function “Search for and replace” Y Access is no exception. If you have already used it in Word or in Excel It will not be complicated for you to handle it.

In fact, you can access it from the shortcut Ctrl + B. But for you to get the most out of this tool you will need know what it is for and what are the advantages of using it.

In the following paragraphs you will find all the information related to this function and the step by step you must do to run it without errors. Check out.

Access search function What is it for and what are the benefits of using it?

In a database manager such as Access is a very valuable tool that allows searching within all elements for specific information. This generates an improvement in the rate of queries, so that the time it takes to find a data in an extensive database in very little. Even you can search in any format in which the field was generated, you can also choose matches. You will also be able to do this task within the whole table or in a specific field.

You can even choose if you will search in a form or in multiple tables in the database. As you can see, search and replace is a multifaceted tool that helps you find what you need in seconds. Best of all, it is not necessary modify the database to carry out this task, so any user can execute it.

Learn step by step how to find and replace data in a database

Learn step by step how to find and replace data in a database

The steps you will have to do are:

Search for

When you want to search for data in a database, you should proceed like this:

  • Login to Access and position yourself in the table in which you want to do the search. Then open in the Datasheet view.
  • Yes you need to search for a certain field in a column you must click on that area.
  • After press the Home tab, located on the top bar and then select the box Search for. If you prefer you can access this easier by pressing the shortcut on the keyboard Ctrl + B.
  • A search window will automatically open called Search for and replace. Inside the box select the tab Search for.
  • In the Search space write the text of the field you want to find.
  • If you click on the drop-down menu next to the option Search in you can choose if you want to do it in the field in the whole table or in another column. Remember that by default the function it will search in the column that you have located at the beginning.
  • If you need to extend the search criteria, you will have to use the option Coincide and enter more accurate data.
  • Let activated the box Find the formatted fields to avoid having problems with the skins and then click on Search for so that the system gives you all the results.

In case you need to search for the information in an open form, you can run the search in this way:

  • Find yourself in the form where you want to search with the Form View or Design View.
  • Now go to the tab Start and click on the option Search for to open the search dialog (you can press Ctrl + B if you want to do it faster).
  • Select the Search tab and indicates the value of the specific search.
  • Depending on where you want to search you can change the options Search in.
  • If you click Find next you can explore the results of the system.

On the other hand, for users with advanced programming knowledge there is the DBusq command. This function is used especially with the language Visual Basic (VBA) for apps.

The syntax of this command can be summarized as:

  • DBusq <campo tabla expresión>



In case you need to replace a found value with another, you will have to follow this step by step:

  • As in the previous procedure, you must place you in the table where you are going to replace the data in mode Datasheet view.
  • Click on the column in which you want to perform the task search for and replace.
  • Use the shortcut Ctrl + B or go to Archive and then click Search for to open the box Search for and replace.
  • Instead of pressing the tab Search for inside the box, this time use the tab Replace. Thus, In addition to the search process, the option to replace existing data is included.
  • Now fill in the blank with the information you need look for and then write in the box Replace by with a replacement string you want.
  • The lists Search in, Search for Y Coincide they determine the criteria of your search for its later replacement in a more precise way. You can also decide if the system should be case-sensitive or if it should search for the formatted fields by checking the boxes.
  • You can go exploring in Find next until you find the specific field you need. Once you find it you will have to click on Replace.
  • If you want to do it with all the fields in the table You can choose Replace all.

Keep in mind that this process is final, for what your want undo changes generated you will have to redo the search and generate a replacement in Wrong Way.

Edit record

Edit record

If you are looking to edit a record, you should consider these steps:

  • First you must find and open the table where the record to edit is located given Data sheet.
  • You can search for the specific record using the navigation buttons located at the bottom of the table. You will find it with an icon of a thin line that is part of the interface and is called in its left corner Registry.
  • With the arrows they will indicate you whether to go to the first, next, last, or previous record
  • You can even use the search box next to it. To do this, you will have to specify the name of the record.

Too you can use the Go to search box. This will show a drop-down list with the name of each of the elements that make it up. Is a very effective tool if you know exactly what the registry is where you are going to edit.

The guide that you will have to follow is this:

  • Once you find it mark the field you want to modify and look at the first cell to the left of the record
  • Will appear to you a small pencil icon. This indicates that you can make modifications in the field without problems.
  • Fill in the field with the new data.
  • Don’t forget to save the changes, for this you will have to press outside the line of the field in which you are.

If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will also be of great help to more members of the community. Thank you! 😉

You may be interested:

Rate this post

Leave a Comment