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

You are watching: Data displayed in rows and columns is called a table.

In this lesson, you will certainly learn just how to open tables, create and edit records, and modify the appearance of your table to do it less complicated to view and work with.

Throughout this tutorial, we will certainly be utilizing a sample database. If you would choose to monitor along, you'll should download our accessibility 2013 sample database. Girlfriend will must have access 2013 installed on your computer in order to open up the example.

Table basics

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

All tables space composed that horizontal rows and also vertical columns, with tiny rectangles called cells in the places where rows and columns intersect. In Access, rows and also columns are described as records and fields.

Records, fields, and also cells in an accessibility table

A field is a way of organizing information by type. Think the the field name together a question and every cell within that ar as a solution to that question.

Fields and also field names

A record is one unit that information. Every cabinet on a offered row is part of that row's record. Each record has its own identifier number. In ~ a table, each ID number is distinct to that record and also refers to all of the information within that record. The id number because that a document cannot it is in changed.

Records and record i would numbers

Each cell of data in your table is part of both a field and also a record. Because that instance, if you had actually a table the names and contact information, each person would be stood for by a record, and also each piece of information about each person—name, phone call number, address, and so on—would be contained within a distinctive field on that record's row.

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

edit hotspots

The documents Command Group

The Records command team on the Home tab includes a handful of commands for working through records, consisting of New Record, Save Record, and also Delete Record.

Find and Replace

The Find command permits you to search for any type of term in your table.The Replace command allows you to search for any term in her table and also replace it v a brand-new one. For example, you can replace words Fall with the word Autumn.

Text Formatting Command Group

These formatting options enable you to make her table much easier to review by adding an alternate row color or modifying the gridlines that different individual rows and also columns. Girlfriend can accessibility even more formatting choices by clicking the arrow in the bottom-right corner.


In Access, columns are referred to as fields. As soon as you organize your data by entering it into various fields, girlfriend are arranging it through type. Each field includes one type of data. The type of data consisted of within a field is defined by the title at the peak of each field.


In Access, table rows are described as records. A record is a unit of data that has every item of information in a provided row.

Record navigation Bar

The Record navigating bar allows you come navigate through records one in ~ a time. Click the arrows to relocate from record to record, and also navigate straight to a record by in search of it through the record search box. You can also use the Record navigation bar to include a new record come the existing table.

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

Adding records and entering data

Entering data into tables in accessibility is similar to entering data in Excel. To work-related with records, you'll have actually to enter data right into cells. If friend need assist entering data into records, you can want to evaluation our cell Basics class from our Excel 2013 tutorial.

To add a brand-new record:

There room three methods to add a new record to a table:

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

Sometimes once you get in information right into a record, a window will pop up to tell you the the information you've gotten in is invalid. This means the ar you're functioning with has a validation rule, i beg your pardon is a rule about the kind of data the can show up in the field. Click OK, climate follow the accuse in the pop-up home window to re-enter her data.

To conserve a record:

Access is designed to save documents 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 might want to save a document manually. For example, if you needed to modify an present record, you could save the document to ensure your transforms are saved.

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

Editing records

To quickly edit any type of record within a table, you deserve to click that and form your changes. However, accessibility offers you the ability to find and replace a word in ~ multiple records and delete documents entirely.

To replace a word within a record:

You can modify multiple occurrences of the exact same word by making use of Find and Replace, which searches because that a term and replaces it with another term.

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

Click the Look In: drop-down arrowhead to pick the area you desire to search.Select Current Field to border your search to the currently selected field.Select Current Document to search within the whole table.

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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 find term in any part of a cell.Select Whole ar to search just for cells that complement your find term exactly.Select Beginning of ar to search just for cell that start with your find term.