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This chapter is from the book

Working with Table Records

AC07S-1.3.1, AC07S-3.1 AC07S-3.2

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. You can use Record buttons at the bottom of the table in Datasheet view to quickly move around and search for data in a table.

Enter a New Record and Move Around in a Table

yellow_circle_1.gif In the Navigation pane, double-click the table you want to open.

yellow_circle_2.gif Click the New Record button.

yellow_circle_3.gif Press Tab to accept the AutoNumber entry.

yellow_circle_4.gif Enter the data. If you make a typing mistake, press Backspace.

yellow_circle_5.gif Press Tab to move to the next field or Shift+Tab to move to the previous field.

yellow_circle_6.gif 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

yellow_circle_1.gif In the Navigation pane, double-click the table you want to open.

yellow_circle_2.gif If you want, click in the table field where you want to start the search.

yellow_circle_3.gif Click in the Search box.

yellow_circle_4.gif Type the text you want to find in the table.

yellow_circle_5.gif Press Enter to find the first instance of the text you want to find.

yellow_circle_6.gif Press Enter again to find the next instance of the text you want to find.

yellow_circle_7.gif When you’re done, delete the text in the Search box.

Delete a Record from a Table

yellow_circle_1.gif In the Navigation pane, double-click the table you want to open.

yellow_circle_2.gif Right-click the row selector with the record you want to delete.

yellow_circle_3.gif Click Delete Record, and then click Yes to confirm.

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