In Access tables are arguably the most important object. Use tables in Access to store all of your data to run queries and reports.
To quickly edit any record within a table, simply click it and type your changes. However, Access also offers you the ability to find and replace a word within multiple records, as well as to delete records entirely.
To replace a word within a record:
You can edit multiple occurrences of the same word by using Find and Replace, which searches for a term and replaces it with another term.
- Select the Home tab, and locate the Find group.
- Select the Replace command. The Find and Replace dialog box will appear.
The Replace command
- Click the Find What: box, and type the word you want to find.
Entering the term to find
- Click the Replace With: box, and type the word you want to replace the original word.
Entering the replacement text
- Click the Look In: drop-down arrow to select the area you want to search.
- Select Current Field to limit your search to the currently selected field.
- Select Current Document to search the entire table.
Choosing where in the table to look
- Click the Match: drop-down arrow to select how closely you'd like results to match your search.
- Select Any Part of Field to search for your search term in any part of a cell.
- Select Whole Field to search only for cells that match your search term exactly.
- Select Beginning of Field to search only for cells that start with your search term.
Choosing how closely the records should match your search
- Click Find Next to find the next occurrence of your search term.
Clicking Find Next to view the next match for your search
- Click Replace to replace the original word with the new one.
Replacing the original word with a new one
While you can use Replace All to replace every instance of a term, replacing them one at a time allows you to be absolutely certain you edit only the data you want. Replacing data unintentionally can have a negative impact on your database.
The unintended consequences of choosing Replace All
To delete a record:
- Select the entire record by clicking the gray border at the left side of the record.
Selecting a record
- Select the Home tab, and locate the Records group.
- Click the Delete command. The record will be permanently deleted.
The Delete Command
The ID numbers assigned to records stay the same even after you delete a record. For example, if you delete the 34th record in a table, the sequence of record ID numbers will read ...32, 33, 35, 36... rather than ...32, 33, 34, 35, 36...
A missing ID number after a record has been deleted