This program belongs to the Microsoft office suite has become one of the main tools for the users when working with a . And it is that it has a large number of functions and tools that will help you get professional results and in a very simple way.
One of the main keys to work with this software is to be completely clear about what are the , what they are for and how they can be created in the worksheet. Please note that this is the main element for the operation of .
According to the importance of know this definition and especially the how they work and how to apply them to your worksheet. Here we are going to teach you everything you need about the registers. This will allow you to work with greater ease and in turn get the most out of this app. To do this, follow in detail everything that we will teach you in the post.
What are records in Microsoft Access and what are they for?
The registers They are called a set of all the fields of a row of a so that the databases they are organized and created within a table. Therefore, a table is found made up of records and records are made up of . In this way, these elements represent a single data object.
In other words, a table of a database can be formed by rows and columns or fields. In this case, each of the rows belonging to the table will be representing a related data set and all rows contain the same structure.
As it was mentioned already, the registers are a set of fields that are responsible for contain data belonging to the same entity occurrencewhere it is assigned from automatically a consecutive number also known as a record number that is used as an index. Although the most normal and common thing is that assign each record a specific field for your search.
Meaning of the Record symbols in Access. What are they and what do they tell me?
when they are driving the registers and you are selecting each of the rows you will realize that they usually appear different types of symbols.
Where each of them has a special meaning and which we show you below:
Learn step by step how to use records in an Access database
Bearing in mind that every time you work on Microsoft Access use should be made of the registersso here we are going to show you in detail how you can start using it in each of your databases.
To do this, follow each of the methods that we are going to teach you below:
Create Record
The first thing you should do when starting work on Microsoft Access is creating your records.
To do this, you need to follow each of these steps:
- The first thing you should do is open the table in “Data sheet view” or in the form in “Form View” either of these two options are valid.
- Now in the tab “Start” you must go to the section “Records” and there you must click on “New” or in “New record” or in such case you have to press the key combination “Ctrl + + sign”.
- The next thing will be to search the record with an asterisk in the record selector and there you must write the information you need.
- Here you must click on the first field that you want to use and then write the data.
- If you want go to the next field in the same row then you can press the TAB keyand then use the right or left arrow keys to move to the field you want.
- when you’re done field past and go to create another record, Access will automatically save the new record, now if you want save more explicitly the information then you can press the key combination “Shift + Enter”.
edit record
The next thing will be to look for a record to be able to edit it and remove it from your worksheet. In the event that your data sheet only contains a reduced number of records, for obvious reasons the search will be easier, in these cases you can use scroll buttons on your keyboard to scroll through all the fields until you reach the one you want to edit.
But if the opposite happens and you have a large number of records, then you can use the dialog “Search for and replace” and make a filter for the log.
This will allow you to get to the field you want in a more direct way:
Using the registry navigation buttons
A very common way of navigate between the fields is through the navigation buttons.
Let’s see next:
- Arrow buttons: In this case you can use the scroll buttons on your keyboard to move from one register to another Or in that case you can do it by clicking on each of the fields.
- New blank record: click to add a new field in your database.
- Current record: In the current field you must write registration number and press the key “Enter” so that the system takes you to it automatically. registration number is usually counted sequentially from the beginning of the form y does not correspond to any field value.
- Filter: East filter button is in charge of showing if any filter has been applied to the field, you can click to remove or return to apply this filter.
- Search: You can write the text in the search box and the first matching value will be highlighted in the form, this will allow you to find the information you need.
Via the Find and Replace dialog
East search box may sound familiar to you since it is found in each of Microsoft programs and which is a great alternative at the time of search for specific information. Therefore, through this option you have to ability to change and edit some amounts of data more easily.
This will allow you to reach the field that has the information you need in the shortest possible time, thus helping you to save time when working. When finding a record matching the data you have inserted in the search box, that field will become the current one and you can edit it.
To do this, follow these steps:
- Click on the field you want to search.
- Then go to the tab “Start” and in the section “Search” you must click on the item “Search” or if you want to access quickly press the key combination “Ctrl + F”.
- There you will see the dialog box “Search for and replace”.
- Here you must click on the tab “Search”.
- Now in the box “Search” you must write the value you want to look for.
- If you want you can use the option “Search in” so that you change the field in which you want to search or so that the search is carried out in all the underlying tables.
- If you want you can also click on the list “Coincide” and then in “Any part of the field”, this option allows the search to be much broader.
- On the list “Search” you must select “All” and then select the button “Find Next”.
apply a filter
It is also possible to apply filters that allow limit records that are shown to those of they really meet your criteriathis will make the search even easierespecially in those cases where the number of fields is quite large.
To do this, follow each of these steps:
- Start the table at “Data sheet view” or through the “Form view”.
- So that you can be completely sure that the has not been filtered, you can access “Start” and in the section “Sort and Filter” select the option “advanced” and then in “Clear all records” or in that case click on the option “Filters” found in the records navigation bar.
- In this case you must scroll to record containing the value you want to use as filter and then click on that field. For filter through a partial sectionyou must select only the characters you want.
- Again in the home tab and in the section “Sort and Filter” click on “Selection” Y apply a filter.
Delete Record
In the case you want delete a record either because it is wrong or because it is no longer needed, you can do it through a very simple methodalthough when said field is related to other data its deletion if it is a little more complicated. In these cases it is necessary maintain the integrity of all data related to that recordso that the system will not allow its deletion, that is to say, that only those fields will be removed that they do not have no kind of relationship.
To do this, follow these steps:
- Enter “Datasheet View” either “Form View”.
- then select the records you want to delete. To select it you must click on the record selector next to the field, this if the selector is available.
- If you want to expand the selection you simply have to drag the selector what for fill in all the fields you want to remove.
- Finally you must press the key “Suppress” for the deletion to take place or in such a case follow the route “Home” > “Logs” > “Delete”.
Modify data in a text box or field
In order to have a text control to use it in short and long text fields normally, can you know if the underlying field is short or long text by the size of the control, this allows reflecting the size necessary to determine the field of the underlying table. In the case of texts short fields can have up to a total of 255 characters while the long text fields a total of 64000 characters.
Some of the data cannot be edited by default, such as the following: You are not allowed to modify the data returned by a crosstab query and can’t edit or remove calculated fields. Therefore, the values that calculates a formula when using the databasebut these should not reside in table.
In order to do this, you need to perform these steps:
- Enter “Form view” either “Data sheet view” in the form.
- Then you must click on the field or move to it using the TAB key or the arrow keys of your keyboardeither and press the F2 key.
- Within the form view you have the possibility to click on the label of a field to select the field. Within Datasheet View you can select a field by doing click left edge of the field once the pointer has taken the form of the + sign.
- Now place the cursor inside the field where you want to add the data.
- next thing will be update the text or write whatever you want to add there.
- If the field comes to have a input maskthen you must enter the data according to the format what is there.
- For save datayou must go to Start and in the section “Records” click the option…
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