Office 2010 - Access

Lesson 10: Adding and Deleting Records in a Database

10/76 Lessons 

Add and delete records

To add data to your table, first open the table. In the first field the value is given automatically because the “Data type” for this field was set to “Auto Number”.


Click the “Tab” key on your keyboard to move to the next field, namely “Album Title”. As soon as you start typing in this field you will be assigned a number in the “AlbumID”. Once the “Album Title” is typed click the “Tab” key on your keyboard to proceed to the next field i.e,”Group”. Type the name of the “Group”, and then click the “Tab” key again on your keyboard. This brings you to the next field. Repeat for all fields. When you have completed the last field and click the “Tab” key again, the cursor will jump to the next record. Your first record is now completed. Repeat the above set of steps for the rest of the records to be inserted.

If you made a mistake in typing a field value in a record, click the mouse in this field and you can edit the value. If you want to delete a record, select the record by clicking in the box right next to the first field and click 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

A record can be copied in a number of ways. One way is to select the record. In the “Home” tab, click the “Copy” button, then select an empty record in the table and click the “Paste” button in the “Ribbon.”

The second way, which is quicker, is to select the record, click on the ‘Ctrl+C’ on your keyboard to copy. Then select an empty record in the table, and click ‘Ctrl+V’ to paste.

Being able to copy records is useful when when most data in the various fields remain the same. This prevents you from having to reenter the same data muliple times. For example, you have 10 “Pink Floyd” albums only the “Album Title” needs to be changed and everything else remains the same. It is a lot quicker to “Copy” and “Paste” data then it is to retype everything 10 times.


As in any other “Office Application”, “Access” 2010 also has “Spelling” options. To check “Spelling” in the different columns, first open the table. The “Spelling” button is found under the “Home” tab, under the “Records” group in the “Ribbon”. Your cursor location will be the first column of the first record.

Click the “Spelling” button. (The keyboard shortcut for this is F7 on a PC or Option+Command+L on a Mac.) This opens the “Spelling” dialog.

In the image above, we have the “Ignore….Field” button. This option is helpful because in a field where only people’s names appear, most data in this field is considered as “misspelled”. Click this button if you want “Access” to ignore this field.

The remaining buttons are the same as in other “Office” applications.

You've completed Lesson 10