This is a repost from 5/3 with + Q's

[Guest]

My database is for a youth group. It consists of students (who happen to be
in grades 6 through 12). At the end of last June, after all the local schools
have graduated, (which was my first June on this job), I changed their grades
(there is a field for the grade) by increasing it by one, so that grade 6's
become grade 7, etc. When I get to grade 12, it becomes grade 13. Well, in
the United States, there is no grade 13. And next month, the current 12th
graders will become grade 13, and the current graduates, "grade 13," will
become "grade 14." We don't use these records frequently, but I don't want
to totally eliminate these records in case an affiliated organization may
want the information for something. Or we may have reunions.

At any rate, what I thought to do was to copy my table, and re-name it to
designate it as "graduates only" or some such and delete all the records in
it except the grades 13 and up. This way they would be stored on my computer
and remain accessible, but not be part of the main table.

If this is possible, how do I actually go about copying and re-naming this
new "graduates only" table? Can I just use the copy/paste choices from the
Edit button on the toolbar? Or is it much more complicated than that? I do
not know coding, and there's no one at this non-profit (translation: "cheap"
or "no budget for I.T. support") office who knows Access. There is only one
other person who even uses it, and she knows less than I do.

All the MVP's here have been so helpful in the past that I hope someone can
help me again! Please?
---Max

Rick B. replied,>>"You can copy and paste the table.">>

How do I actually do the copy and paste? When I click on Edit/copy, where do
I go to "paste" the clipboard contents?
records from one table to another at the end of each year, you are probably
doing something wrong."<<

Why do you say that? Wouldn't most organizations have "members" who
essentially drop out of their system? Employers, Manufacturers, etc.? Do they
all really keep all records in the same database? Is that actually the right
way to do it?

I began using the grade 13 idea to enable me to easily exclude those
students from queries, but I want to make it easier for the future (I might
not be in this job forever!). OTOH, maybe the person who follows me will know
more about Access and be able to really fix this database, lol.

We also have a field for "Year of Graduation" because, um, well, I don't
really know, but sometimes we get one bit of information for a record and not
the other one. So I keep both fields because they've always been there!

Again in peace,
Max

 

[Guest]

Max,
I would first back up your file before continuing. If you can do this
manually, without a utility, you can do just as you described. If you right
click on the table and pick copy then paste you will need to enter the new
table name and then pick Structure and Data.

In each table you can now delete the unwanted records.

If your tables are linked (indicated by arrows next to the table name), you
will need to do this in the actual data file (with a backup first). Please
let us know so that we can step you through linking the new table back to
your program.

Hope this helps.

 

[Jesse Aviles]

You can use an append query to move students with grade 13 to a graduates table.
1 - To make a graduate table, right click the students table and select copy.
2 - Right click on an empty space and select paste.
3 - Select structure only
4 - Name the table Graduates (or other meaningful name for you)
5 - Create a new query based on the Students table.
6 - Select Query | Append from the toolbar.
7 - Select the Graduates table.
8 - Select all the fields.
9 - Set the criteria at the Grade field to 13.
10 - Check by clicking Datasheet view and observe that only records with grade 13 are returned.
11 - When you are satisfied, change to design view and click the red exclamation sign (!).
12 - Start at Step 5.
13 - Select Query | Delete from the toolbar
14 - Select all the fields.
15 - Set the criteria at the Grade field to 13.
16 - Check by clicking Datasheet view and observe that only records with grade 13 are returned.
17 - When you are satisfied, change to design view and click the red exclamation sign (!).
Remember to save the queries for later use. Check Access documentation on Actio Queries.