How to select records

Before we look at the various ways to select one or more records in List View, Contact Sheet View and Details view, we need to understand the difference between the current record and selected record(s):

The current record is defined as:

View

Description

Details View

The record currently being viewed.

Contact Sheet View

The highlighted record (there is a faint dotted line around the thumbnail).

Page View

The record currently being viewed.

List View

The highlighted record (there is a distinctive border around it):

Current record in List View

You use the current record when you wish, for instance, to:

  • Create a Ditto record.
  • Run a report for one record only.

    Note: It is only possible to have one current record at a time. However, it is possible to have many selected records.

Selected records display with a solid highlight:

Select multiple records

You would select records when a number of records are to be:

  • Discarded, deleted, merged, etc.
  • Saved in a group.
  • Attached to another record.

Tip: The current record may not automatically be included when you select a group of records. To include the current record, you must select it.

You can select records in List View, Contact Sheet View and Details view. Commands are available in all views on the Home tab of the Ribbon:

Ribbon in Display mode

Group

Option

 Keyboard shortcut

Description

Select

 

 

All Select options are available in Display mode only.

All Records

SHIFT+F8

Select all records currently displaying in the module.

Clear

 

Deselect all records.

Add Record

CTRL+F8

Select the current recordClosed The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time., adding it to any others already selected.

Remove Record

 

When the current recordClosed The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time. has been selected, click this option to deselect it.

Current Record

F8

Select the current recordClosed The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time. only.

Note: All other records will be deselected.

Invert

 

Invert the selection, i.e. records selected become unselected and records unselected are now selected.
  1. In Display mode (you've searched for records, retrieved a group or added new records) select List View or Contact Sheet View.
  2. If the records you wish to select are consecutive:
    1. Press and hold the SHIFT key.
    2. Using the mouse, click the first record and then the last:

    How to select records

If the records you wish to select are not consecutive:

  1. Press and hold the CTRL key.
  2. Using the mouse, click each record you want to select:

Selected records

  1. In Display mode (you've searched for records, retrieved a group or added new records) select Details View and browse the records using the Record navigation buttons.
  2. Use one of the options available on the Home tab of the Ribbon (or use a keyboard shortcut) to select a record.