Can I take records off the main datasheet without deleting them?

[Guest]

I am trying to organize a database for students studying abroad in the U.S.
As their programs end, I need to be able to take them off the main data
sheet because they are no longer at the university, but I still need the
information for future reference. So I was wondering how I can "retire" the
records without having to get rid of them altogether.

 

[Mike Labosh]

I am trying to organize a database for students studying abroad in the U.S.

As their programs end, I need to be able to take them off the main data
sheet because they are no longer at the university, but I still need the
information for future reference. So I was wondering how I can "retire"
the
records without having to get rid of them altogether.

Add a Yes/No Graduated column to your table. Then you can make a select
query that uses graduated as a criterion like this:

SELECT *
FROM Students
WHERE Graduated = False;

That way, when you put the query into Datasheet view, you're only seeing
students that have not graduated yet.

 

[fredg]

I am trying to organize a database for students studying abroad in the U.S.
As their programs end, I need to be able to take them off the main data
sheet because they are no longer at the university, but I still need the
information for future reference. So I was wondering how I can "retire" the
records without having to get rid of them altogether.

In addition to Mike Labosh's reply you can use criteria in a query to
append the old records to an Archive table, then, using the same
criteria, delete them from the active table. The Archives are then
still available but not taking up space in the active table.