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Duplicate Record By Richard Rost 
4 years ago
Duplicate Existing Record in Microsoft Access In this video, I will show you how to create a button to duplicate a record in your Microsoft Access forms. Tanya from St. Paul, Minnesota (a Platinum Member) asks: I need a button that can duplicate (copy) an entire record into a new record. We need this to duplicate a product where almost everything is the same except a couple of fields, which we can edit manually. MembersMembers will learn how to create a duplicate but only copy specified fields over to the new record. Sara from Riverside, California (a Platinum Member) asks: Is it possible to create a duplicate button like in your video, however only copy a couple of the fields to the new record. Most of the data will be different except for a couple of fields.
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Keywordsmicrosoft access, ms access, ms access tutorial, #msaccess, #microsoftaccess, #help, #howto, #tutorial, #learn, #lesson, #training, #database, Use Control Wizards, How do you duplicate a record in Access, Can you copy a record in Access, Duplicating Records in Access, ms access duplicate record, Duplicate the record in form and subform, access duplicate record and subrecords, ms access duplicate record with subform, Record Operations, Duplicate Record, Control Wizards Not Working
IntroIn this video, I will show you how to create a button on a form to duplicate a record in Microsoft Access using the built-in Command Button wizard. We will walk through the process of adding and configuring the button, discuss common issues such as the control wizards not starting automatically, and explain how to ensure the wizard is enabled. This tutorial is a simple and effective way to copy an entire record in your Access database with just one click.TranscriptWelcome to another TechHelp video brought to you by AccessLearningZone.com. I am your instructor Richard Rost. In today's video, I am going to show you how to create a button to duplicate a record in Microsoft Access.Today's question comes from Tanya in St. Paul, Minnesota, one of my Platinum members. Tanya says, I need a button that can duplicate, copy, an entire record into a new record. We need this to duplicate a product where almost everything is the same except a couple of fields which we can edit manually. Tanya actually sent me this question two years ago and I did a TechHelp video then. This is one of the first ones when I first started doing TechHelp. Recently, I got another question from another Platinum member, Sarah in Riverside, California, plus a few other people have asked me this too. Sarah says, is it possible to create a duplicate button like in your last video, however only copy a couple of the fields to the new record? Most of the data will be different except for a couple of the fields. I was going to do just an extended cut video of this and then attach it to the old one, the old duplicate video. But I watched the old duplicate video from two years ago and the audio quality is kind of nasty, so I figured I would just rerecord it. Here we go. We are going to do that one again, and I will save this for the extended cut today. Here I am in my TechHelp free template. This is a free download up on my website. If you want to grab a copy, you will find the link in the description down below the video. Click on that and you can grab a copy if you want to. But you can use any database you want for this. Here is my customer form. Let's say I want to duplicate the customer. Usually, you will use this for something like projects or products. You do not usually duplicate customers, but we are going to duplicate a customer. Right-click, go to Design View. Up here on the Form Design tab, you are going to drop this box down here. You are going to find this button right there. It says Button. It is called a Command Button. We are going to click on it, and then we are going to drop it down here somewhere around the form. Anywhere - we can move it around later. This Command Button wizard starts up. Go to Report Operations, Duplicate Record. Hit Next. You want a little pretty picture on it, and you can browse different pictures if you want to, or put some text down there. I will just put Duplicate. We will change it to Duplicate Customer. Then Next. Give it a meaningful name like DuplicateCustomerButton. No spaces in your button names. I like to end all my buttons in BTN. Then Finish. Now I have a Duplicate Customer button right there. Let's move it down to the bottom of the form. Let's bring it down here. Click on it, drag it right down there. We have a Duplicate Customer button sitting right there. I cannot get it where I want it. There. Perfect. Save it. Close it. Open it up again. I have Dennis Ross, Customer ID is one. Notice it is one of six. I am going to click on the Duplicate Customer button. Here we go. Click, and boom, look at that. I am now on 7 of 7. The next customer ID is 8. This is a duplicate. It is a duplicate of the previous record. Now you can come in here and make any changes that you want, and it is a different record. That is how you duplicate a record. It is all simple. It is all sweet. It is all in the wizard already for you. Some of you have emailed me saying that the wizards do not start up for you automatically. If you click on this button, you drop a button here, and this wizard does not start up, you can turn those wizards off accidentally. Lots of people do this. If you drop this down here, you will see this little guy says Use Control Wizards. If that gets turned off, lots of people accidentally click on that guy. Now, if you take a button and drop it there, nothing happens. I get this email a lot. All you have to do is come back in here, click on this, turn on Use Control Wizards, and now they should work again. Now, the next part, Sarah's question, we are going to cover in the extended cut of this video. How do you make a button that copies the record, but only a couple of the fields and leaves most of them blank? It is a short video, about seven minutes long. We will copy the record, but only specific fields. I will teach a little bit of VBA programming in there, and that Me keyword. Here is a record right here. James Kirk, Customer 2. We are going to copy just the first name, last name, and the Customer Since field. Ready? Duplicate Partial. Click. We have a little copy message there. It copies that, that, and that, and that is it. A couple of lines of code. Not too hard. It is covered in the extended cut for the members. Silver members and up get access to all of my extended cut videos. There are lots of them. There are over 200 of them now. Gold members can download these databases. Alanda also mentioned, before I let you go, a lot of people have also emailed me asking if it is possible to copy a record with related subrecords. For example, an order with all of the line item order details. Yes, it is possible. Yes, it requires some significant programming. I do cover how to do that in my Access Developer Level 24 class. You will find a link in the description down below. How do you become a member? Click on the Join button below the video. After you click the Join button, you will see a list of all the different membership levels that are available, each with its own special perks. Silver members and up get access to all of my extended cut TechHelp videos, one free beginner class each month, and more. Gold members get access to download all of the sample databases that I build in my TechHelp videos, plus my code vault where I keep tons of different functions that I use. You will also get a higher priority if you decide to submit any TechHelp questions to me, and you will get one free expert class each month after you finish the beginner series. Platinum members get all the previous perks, plus even higher priority for TechHelp questions, access to all of my full beginner courses for every subject, and one free developer class each month after you finish the expert classes. These are the full-length courses found on my website, and not just for Access, too. I also teach Word, Excel, Visual Basic, and lots more. You can now become a Diamond sponsor and have your name or company name listed on a sponsors page that will be shown in each video as long as you are a sponsor. You will get a shout out in the video and a link to your website or product in the text below the video and on my website. These free TechHelp videos are going to keep coming. As long as you keep watching them, I will keep making more, and they will always be free. QuizQ1. What is the main goal of the video tutorial?A. To demonstrate how to create a button to duplicate a record in Microsoft Access B. To show how to delete records using a button in Microsoft Access C. To explain how to create a new form from scratch D. To teach how to export Access records to Excel Q2. Why did Richard decide to remake this video instead of just attaching an extended cut to the old one? A. The old video was missing content B. The audio quality of the old video was poor C. The video file was corrupted D. The old video had no visual aids Q3. When adding a button to duplicate a record using the wizard, what section do you need to pick from the wizard options? A. Form Operations B. Export Operations C. Report Operations D. Table Operations Q4. What does Richard recommend about naming buttons in Access? A. Use spaces for readability B. Use all capital letters C. Avoid spaces and end button names with BTN D. Use only numbers for button names Q5. What should you do if the Command Button wizard does not start automatically when you add a button? A. Restart Microsoft Access B. Check if Use Control Wizards is enabled C. Reinstall Access D. Check your security settings Q6. What happens when you click the Duplicate Customer button? A. It deletes the current record B. It creates a copy of the current record as a new record, ready for editing C. It exports the record to Excel D. It only duplicates the customer's last name Q7. What is a feature mentioned that's covered in the extended cut of the video for members? A. How to add images to records B. How to copy only specific fields of a record to a new one using VBA C. How to create reports D. How to export data to CSV format Q8. According to the video, who gets access to the extended cut videos? A. Bronze members only B. Silver members and up C. Non-members only D. Everyone on YouTube Q9. What class does Richard mention covers how to duplicate a record with related subrecords (like order line items)? A. Access Beginner Level 1 B. Access Developer Level 24 C. Excel Intermediate Level 3 D. Word Beginner Basics Q10. What is one of the perks of being a Gold member? A. Ability to request unlimited videos B. Access to download sample databases and the code vault C. Free hardware D. Access to Diamond sponsor meetings Q11. In Access, what may happen if you accidentally turn off Use Control Wizards? A. The form closes automatically B. Adding a button does nothing, wizard does not appear C. Access crashes D. It deletes all buttons from the form Q12. What is the main reason given for usually duplicating project or product records instead of customer records? A. Customer records are too large B. You rarely need to duplicate customers since their info is usually unique C. It is illegal to duplicate customer data D. Products cannot be duplicated Answers: 1-A; 2-B; 3-C; 4-C; 5-B; 6-B; 7-B; 8-B; 9-B; 10-B; 11-B; 12-B DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks. SummaryToday's video from Access Learning Zone focuses on how to add a button to your Microsoft Access form that can duplicate a record. This is a common need when you have a record, such as a product or a project, where most of the data will stay the same and you only need to change a few details in the new record.The original request came from Tanya, a Platinum member, who wanted a way to duplicate a record entirely to save time when creating similar products. I actually answered this a couple of years back, but since the audio quality on that earlier video was not the best and this question has come up again from several members, including Sarah, I decided it was time for a new and improved lesson. Sarah wanted something slightly different. Her question was whether it was possible to create a button that only copies a few specific fields to the new record so that most of the data would remain blank and they could enter new information for each field as needed. To demonstrate this, I am using my free TechHelp template. You can download this template from my website, but you are welcome to use any database you like. Let's walk through the basic process. On a customer form, for example, even though it is more common to use duplication for things like products or projects, I am going to use customers just to illustrate. You start by opening the form in Design View, and then add a Command Button from the toolbox. You can place this button anywhere on your form and move it later if you like. Once you add the button, the Command Button wizard will open. From there, choose the Duplicate Record option under Report Operations. You can add an icon or text label to the button as you see fit. I recommend naming the button something clear like DuplicateCustomerButton, without spaces, and I always end button names with BTN for easy identification. After finishing, position the button where you want it on the form. Save and close the form, then reopen it. Now, when you select a customer and use the Duplicate Customer button, Access creates a new record with all the same fields filled in, ready for you to edit as needed. It is a straightforward process thanks to the built-in wizard. Some users have told me the wizard does not start up automatically for them. This often happens if Access's Control Wizards feature gets turned off by accident. If you run into this issue, just make sure the Use Control Wizards button in the toolbox is activated and you should see the wizard when adding new control buttons again. Moving on to Sarah's query, the approach for copying only certain fields to the new record is a bit more advanced and is covered in the extended cut of today's video. There, I go through how to set up a button that copies only specific fields, like first name, last name, and a date, while leaving the rest of the record blank. This involves a little bit of VBA programming, including how to use the Me keyword. It is a short lesson and makes duplicating partial records easy once you know how. For members at the Silver level and above, extended cut videos are available, providing additional details, advanced topics, and demonstrations. There are now over 200 of these extended cut lessons. Gold members can also download all the sample databases I build in these lessons, as well as access my code vault. Gold level also comes with higher priority for TechHelp questions and access to expert-level courses. Platinum members gain everything mentioned so far, plus even higher priority for questions, all the full-length beginner courses across different subjects, and one developer class each month after finishing the expert track. To answer another common question: some people want to know if it is possible to duplicate a record along with all related subrecords, such as creating a copy of an order and all of its order details. The answer is yes, but it does require more advanced programming, and I cover this topic in detail in my Access Developer Level 24 course. You will find all the course links and more information on my website. If you are interested in becoming a member, just look for the Join button on my website or under the video. There you will see all membership levels and the various perks associated with them. Remember, these TechHelp videos are always free to watch, and as long as you keep sending me questions and watching the lessons, I will keep making more. You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends. Topic ListAdding a button to a form in Microsoft AccessUsing the Command Button wizard to duplicate records Naming and positioning a duplicate button on a form Testing the duplicate record function on a form Enabling or disabling the Use Control Wizards option in Access Troubleshooting missing Command Button wizards in Access |
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