Adding Values and Records in Datasheets

Learning Outcomes

  • Add values in datasheets
  • Add records in datasheets

Adding Values in Datasheets

Adding and replacing values in Access is very straightforward.

The pencil icon on the far left of record 12 indicates that record 12 is being edited. The record directly below record 12 has an asterisk where the pencil icon is in record 12 and the word "(New)" in the first column.

In this example, a new record is being added to the Supplier table. The asterisk and “New” designation are automatically moved down one row as soon as a value has begun to be entered. The “pencil” icon appears in the far left field to indicate that data is being entered in to that record.

The job title column of the sheet is being edited in record 12 and the pencil icon is on the far left of record 12.

In this example, the value entered of job title in the Supplier table is being modified. Clicking on the field causes the “pencil” icon to appear and the prior entry can be deleted and the new data entered and saved.

Practice Question

Adding Records in Datasheets

As we see in the above example, adding new data into an empty field is as simple as positioning your cursor in the field and beginning typing. Adding data into a field already containing data is not much more difficult. If using the keyboard, tabbing to the field will highlight the entire field and the prior data will be replaced upon entering the first character of new data. If using the mouse, clicking on the field will place the cursor where the prior data can be deleted one character at a time or left-click and hold down the mouse to highlight the original data so it can be replaced.

Practice Question