Access: Table Basics

• Tables are the most important database object because that's where all of the data is stored.
• It is important to understand how to open tables, create and edit records, and modify the appearance of tables.

Table Basics

• To open a table, locate the Navigation pane, find the table in the pane, and double-click.
• The table will open as a tab in the Document Tabs bar.
• Tables consist of horizontal rows, vertical columns, and cells.
• Rows are referred to as records and columns are referred to as fields.
• A field organizes information by type, with the field name acting as a question and the cells within the field as the responses.
• A record is one unit of information, with every cell on a given row part of that row's record.
• Each record has a unique and unchangeable ID number.
• Each cell of data is part of both a field and a record.

Records Command Group

• The Records command group on the Home tab contains commands for working with records, including New Record, Save Record, and Delete Record.

Find and Replace

• The Find command allows you to search for any term in your table.
• The Replace command allows you to search for any term in your table and replace it with a new one.

Text Formatting Command Group

• Text formatting options allow tables to be more readable.
• Alternate row colors or modifying the gridlines that separate individual rows and columns are options.

Field

• Fields are columns, organizing data by type.
• Each field contains one type of data.

Record

• Records are rows in a table and contain every piece of information in a given row.

Record Navigation Bar

• The Record Navigation bar helps navigate through records one at a time.
• Contains arrows to move from record to record.
• It allows direct navigation to a record by searching with the record search box.
• It creates new records to the current table.

Navigating within Tables

• Use the up and down arrow keys, scroll, or the Record Navigation bar to move through records.
• Create a new record with the new (blank) record command on the Record Navigation bar.
• Search for a record using the record search box by typing any word that appears in the record and pressing Enter.
• Use the left and right arrow keys or scroll to move between fields.

Adding Records and Entering Data

• Entering data into tables is similar to entering data in Excel using cells.

To Add a New Record

• In the Records group on the Home tab, click the New command.
• On the Record Navigation bar, click the New record button.
• Begin typing in the row below the last added record.
• When entering data, you may encounter a validation rule, indicating the information is invalid; click OK, and re-enter your data.

To Save a Record

• Access saves records automatically when selecting a different record or closing the object, but manual saving is also possible.
• Select the Home tab, locate the Records group, and click the Save command.

Editing Records

• Edit records by clicking and typing changes.

To Replace a Word within a Record

• Use Find and Replace to search for a term and replace it with another term.
• Select the Home tab and locate the Find group, then select the Replace command.
• In the Find What field, type the word to find, and in the Replace With field, type the replacement word.
• Click the Look In drop-down arrow to select the search area: Current field or Current document.
• Click the Match drop-down arrow to select how closely results should match: Any Part of Field, Whole Field, or Start of Field.
• Click Find Next; if found, the text will be selected.
• Review the text and click Replace to replace it, or click Find Next to skip.
• Click Cancel to close the dialog box when finished.
• The Replace All option can be powerful, but can unintentionally change things, requiring each instance to be checked.

To Delete a Record

• Select the entire record by clicking the gray border on the left side of the record.
• Select the Home tab and locate the Records group, then click the Delete command.
• Click Yes in the dialog box to permanently delete the record.
• The ID numbers assigned to records stay the same even after deleting a record.

Modifying Table Appearance

• Modify the appearance of tables by resizing fields and rows.

To Resize a Field

• Place the cursor over the right gridline in the field title until it becomes a double arrow.
• Click and drag the gridline to adjust the field width.

To Resize a Row

• Place the cursor over the bottom gridline in the gray area to the left of the row until it becomes a double arrow.
• Click and drag the gridline to adjust the row height.

Hiding Fields

• Hide fields that you don't plan on editing or don't want others to edit.
• Hidden fields are invisible but still part of the database.

To Hide a Field

• Right-click the field title, then select Hide Fields.
• To unhide, right-click any field title, select Unhide Fields, and click the checkboxes of the fields to be visible again, then click Close.

Table Formatting Options

• Table formatting options can be used to modify the appearance of tables

Alternate Row Color

• Alternate row color makes tables easier to read by creating a visual distinction between records.

To Change the Alternate Row Color

• Select the Home tab, locate the Text Formatting group, and click the Alternate Row Color drop-down arrow.
• Select a color or No Color from the drop-down menu.

Modifying Gridlines

• Gridlines mark the borders of each cell, enhancing readability.

To Customize Which Gridlines Appear

• Select the Home tab, locate the Text Formatting group, and click the Gridlines drop-down arrow.
• Choose to have horizontal, vertical, both, or no gridlines.

Additional Formatting Options

• Click the Datasheet Formatting arrow in the bottom-right corner of the Text Formatting group to view more options.
• The Datasheet Formatting dialog box offers advanced formatting options, including background color, gridline color, and border and line style.