Office 2007 - Access

Lesson 8: Creating a Database (cont 3…)

8/72 Lessons 

Add and delete records

To add data to your table, first open the table.
The first field is selected automatically, we need not do anything.
We actually had set the data type for this field to “Auto Numbering”.
Press the “Tab” key on your keyboard to move to the next field, namely “AlbumTitle”.
As soon as you start typing in this field, a number will be assigned in the “AlbumID” field.
Once the “Album title” is typed, click the “Tab” key on your keyboard to proceed to the next field, “Group”.
Type the name of the group, and then again press the “Tab” key on your keyboard.
This brings you to the next field.
Repeat this for all fields.
When you have completed the last field and press the “Tab” key again, the cursor will jump to the next line.
Your first record is now completed.
Repeat the previous steps to insert the rest of the records.

If you make a mistake in typing in a field in a record, then click in this field with the mouse and you can type the correct value.

If you want to delete a record, select the record by clicking in the box to the right of the first field and press the “Delete” key on your keyboard.
If you want to delete multiple records, hold the “Shift” key on your keyboard pressed while you select the different records.

Copy records

We can copy a record in a number of ways.
One way is to select the record.
In the “Home” tab, click on the “Copy” icon.
Select a record in the table.
Then click on the “Paste” button in the “Ribbon”.

A second way and I think the quickest, is to select the record, press Ctrl C on your keyboard.
Then select record in the table and press Ctrl V on your keyboard.

When do you copy records? That when most of the data in the various fields remains the same.
For example, you have 10 albums of Pink Floyd where only the Album title has to be changed but, everything else remains the same. Then it goes a lot faster to copy this record once than typing in the same content 10 times.

Check Spelling

As in any “Office” application, we have “Spelling” check in “Access” 2007.
To check spelling in different columns, first open the table.
We find the “Spelling” under the “Home” tab in the “Records” group in the “Ribbon”.
Place your cursor in the first column of the first record.
Click the “Spelling” button. (The keyboard shortcut for this is F7)
This opens the “Spelling” dialog.
As you can see in the picture above, we have “Ignore …Field” button in this dialog.
It is a good thing because in a field where only names can appear, almost all the data in this field is considered as ‘misspelled’.
Click this button if you want ” Access” to ignore this field.
The remaining buttons are all the same as in other “Office” applications, so I think this is unnecessary to repeat here.

You've completed Lesson 8