Working with Tables

In Access tables are arguably the most important object. Use tables in Access to store all of your data to run queries and reports.

Adding records and entering data

Entering data into tables in Access is similar to entering data in Excel. To work with records, you'll have to enter data into cells. If you need help entering data into records, you might want to review our Cell Basics lesson from our Excel 2013 tutorial.

To add a new record:

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

Sometimes when you enter information into a record, a window will pop up to tell you that the information you've entered is invalid. This means the field you're working with has a validation rule, which is a rule about the type of data that can appear in that field. Click OK, then follow the instructions in the pop-up window to re-enter your data.

Screenshot of Access 2013An example of a validation warning

To save a record:

Access is designed to save records automatically. After you enter a record, you can either select a different record or close the object, and Access will save the record. However, in certain situations you may want to save a record manually. For example, if you needed to edit an existing record, you could save the record to ensure your changes are saved.

  1. Select the Home tab, and locate the Records group.
  2. Click the Save command. The record will be saved.

    Screenshot of Access 2013Saving a record