Home > Articles > Home & Office Computing > Microsoft Applications

  • Print
  • + Share This
This chapter is from the book

This chapter is from the book

Working with Table Records

A database is made up of groups of fields organized into tables. A field is a specific category of information, such as a name or a product. Related fields are grouped in tables. You usually enter data into fields one entity at a time (one customer at a time, one product at a time, and so on). Access stores all the data for a single entity in a record. You can view a table in Datasheet or Design view. Design view allows you to work with your table’s fields. Datasheet view shows a grid of fields and records. The fields appear as columns and the records as rows. The first field in a table is often an AutoNumber field, which Access uses to assign a unique number to each record. You can’t select or change this value.

Enter a New Record and Move Around in a Table

  • yellow_1.jpg In the Navigation pane, double-click the table you want to open.
  • yellow_2.jpg Click the New Record button.
  • yellow_3.jpg Press Tab to accept the AutoNumber entry.
  • yellow_4.jpg Enter the data. If you make a typing mistake, press Backspace.
  • yellow_5.jpg Press Tab to move to the next field or Shift+Tab to move to the previous field.
  • yellow_6.jpg When you reach the end of the record, click one of the Record buttons:

    • First Record button.
    • Previous Record button.
    • Specific Record box. Enter a record number in the box, and then press Enter.
    • Next Record button.
    • Last Record button.

Search for Records in a Table

  • yellow_1.jpg In the Navigation pane, double-click the table you want to open.
  • yellow_2.jpg If you want, click in the field where you want to start the search.
  • yellow_3.jpg Click in the Search box.
  • yellow_4.jpg Type the text you want to find in the table.
  • yellow_5.jpg Press Enter to find the first instance of the text.
  • yellow_6.jpg Press Enter again to find the next instance of the text.
  • yellow_7.jpg When you’re done, delete the text in the Search box.

Delete a Record from a Table

  • yellow_1.jpg In the Navigation pane, double-click the table you want to open.
  • yellow_2.jpg Click the row selectors you want.
  • yellow_3.jpg Click the Home tab.
  • yellow_4.jpg Click the Delete button, and then click Yes to confirm.
  • + Share This
  • 🔖 Save To Your Account