While there space four varieties of database objects in Access, tables are maybe the most important. Even when you're utilizing forms, queries, and reports, you're tho working with tables because that's where every one of your data is stored. Tables room at the heart of any database, for this reason it's vital to understand just how to usage them.

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In this lesson, you will learn exactly how to open tables, create and also edit records, and also modify the appearance of her table to make it much easier to view and also work with.

Throughout this tutorial, we will be making use of a sample database. If you would like to monitor along, you'll need to download our accessibility 2013 sample database. Friend will must have accessibility 2013 set up on your computer in bespeak to open the example.

Table basics

To open up an present table:Open her database, and locate the Navigation pane.In the navigation pane, situate the table you want to open. Tables are significant with a spreadsheet icon.Double-click the preferred table. It will certainly open and also appear as a tab in the Document Tabs bar.
Opening a table
Understanding tables

All tables are composed the horizontal rows and also vertical columns, with tiny rectangles dubbed cells in the areas where rows and also columns intersect. In Access, rows and also columns are referred to as records and fields.

Records, fields, and cells in an access table

A field is a method of organizing details by type. Think that the field name together a question and every cell within that ar as a an answer to the question.

Fields and also field names

A record is one unit that information. Every cabinet on a given row is component of that row's record. Each record has actually its own i would number. In ~ a table, each ID number is distinct to its record and refers to all of the details within that record. The i would number for a document cannot it is in changed.

Records and also record i would numbers

Each cabinet of data in her table is component of both a field and a record. For instance, if you had actually a table that names and also contact information, each human being would be represented by a record, and also each piece of information around each person—name, call number, address, and also so on—would be included within a distinctive field on that record's row.

Click the buttons in the interactive below to learn just how to navigate a table.

edit hotspots

The documents Command Group

The Records command group on the Home tab includes a grasp of commands for working v records, consisting of New Record, Save Record, and also Delete Record.

Find and also Replace

The Find command enables you to find for any term in your table.The Replace command permits you to find for any term in her table and replace it through a brand-new one. For example, you might replace the word Fall with words Autumn.

Text Formatting Command Group

These formatting options allow you to make her table less complicated to read by including an alternate row color or modifying the gridlines that separate individual rows and columns. Girlfriend can accessibility even more formatting choices by clicking the arrow in the bottom-right corner.


In Access, columns are described as fields. Once you organize her data by entering it into various fields, friend are organizing it through type. Every field includes one kind of data. The form of data contained within a field is explained by the location at the optimal of each field.


In Access, table rows are referred to as records. A record is a unit that data that contains every item of details in a provided row.

Record navigation Bar

The Record navigating bar allows you come navigate through records one at a time. Click the arrows to move from document to record, and also navigate straight to a record by searching for it with the record find box. Friend can additionally use the Record navigation bar to add a new record to the present table.

To navigate in between fields, you have the right to use the left and also right arrow keys or scroll left and also right.

Adding records and also entering data

Entering data right into tables in accessibility is similar to start data in Excel. To occupational with records, you'll have actually to go into data into cells. If friend need help entering data right into records, you can want to review our cell Basics lesson from our Excel 2013 tutorial.

To include a new record:

There are three ways to add a new record come a table:

In the Records group on the Home tab, click the New command.

Sometimes when you go into information right into a record, a home window will pop up to tell you the the details you've gotten in is invalid. This way the field you're functioning with has actually a validation rule, i m sorry is a rule around the kind of data that can appear in the field. Click OK, then follow the accuse in the pop-up window to re-enter your data.

To save a record:

Access is designed come save documents automatically. After you enter a record, you have the right to either choose a different record or nearby the object, and accessibility will save the record. However, in certain situations you might want to conserve a record manually. For example, if you needed to edit an existing record, you might save the document to ensure your transforms are saved.

Select the Home tab, and locate the Records group.Click the Save command. The document will it is in saved.

Editing records

To easily edit any kind of record within a table, you have the right to click that and form your changes. However, access offers girlfriend the capacity to find and replace a word within multiple records and delete records entirely.

To replace a word within a record:

You can modify multiple incidents of the same word by using Find and Replace, i beg your pardon searches because that a term and replaces the with an additional term.

Select the Home tab, and locate the Find group.Select the Replace command. The Find and also Replace dialog box will certainly appear.
In the Find What: field, type the indigenous you want to find, climate in the Replace With: field kind the word friend would choose to replace the initial word. In our example, we'll find instances of words Fall and change it through Autumn.

Click the Look In: drop-down arrowhead to choose the area you want to search.Select Current Field to limit your find to the currently selected field.Select Current Document to search within the entire table.

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Click the Match: drop-down arrowhead to pick how very closely you'd prefer results to match your search.Select Any component of ar to search for your find term in any component of a cell.Select Whole field to search only for cells that match your search term exactly.Select Beginning of ar to search just for cell that start with your search term.