How to Enter Data Into a Table in Access


Microsoft Access is a database application. The software has tables, views and stored procedures just like a larger database server. The software is beneficial for small business or home users who don't have thousands of dollars to spend on server software. Once you've created tables, you can enter data directly using the "Datasheet View" interface. This view gives you a list of all the current data in the table and has the fields available to enter new data.

  • Double-click the Access file on your hard drive. This opens the Access database automatically and loads the software.

  • Click the "Tables" menu item on the left side of the window pane. This opens a list of tables available in the Microsoft Access database.

  • Right-click the table in which you want to enter information. Select "Datasheet View" from the list of options. This opens the table's current data. The bottom row in the list of data is where you enter new information.

  • Enter the data in each field at the bottom row. The field's column is located at the top, so make sure you enter the right data into the right column.

  • Click "Enter" when you are finished. The cursor moves to the next record in the datasheet and automatically saves the data you've entered. You can test it by closing the datasheet and reopening it. You'll notice the new record at the bottom of the datasheet.

Tips & Warnings

  • Most table developers create a unique ID field for each record. This ID field is typically the first column. This number automatically increments each time you enter a record, so you aren't able to enter data in this column.

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