How to Add a Database Record in Access 2016 - dummies

How to Add a Database Record in Access 2016

By Laurie Ulrich Fuller, Ken Cook

Luckily, adding a forgotten record or field to your table in Access 2016 is about as easy as making a quick trip to the drugstore for that forgotten toothpaste — so easy that you may forget to say “Darn!” (or any other word expressing regret) when you discover a missing field. To add a record, follow these steps:

  1. In the Datasheet view of the table that’s missing a record, click inside the first empty cell at the bottom of the table — below the last displayed record in the table.

    Your cursor blinks in the first field in that record.

    A new record awaits its data.
    A new record awaits its data.
  2. Type your information for the first field.

    If the first field is an AutoNumber type, then you’re automatically placed in the second field when you click the row. In the second field, you can begin typing the data for that field. As soon as you start typing, the AutoNumber field generates a new number and displays it in the field.

    Don’t panic if the AutoNumber field seems to skip a number when it creates an entry for your new record. When an AutoNumber field skips a number, it means you probably entered (or at least started to enter) a record at some point during this (or a previous) data-entry session and then deleted it.

  3. Press Tab to move through the fields and enter all the data for this new record.

  4. When you finish entering data into the last field for the new record, you’re finished!

    Because Access saves the new record automatically while you’re typing it, you have nothing more to do. Pretty neat, eh?

    If you want to add another record, press Tab and type away, filling in yet another new record.

If you change your mind and want to kill the new addition, you have a couple of options:

  • While the new record is in progress, press Ctrl+Z to undo whatever work you’ve done thus far on the new record.

  • Right-click the cell to the far left of the record (the empty cell to the left of the first field). From the resulting pop-up menu, choose Delete Record. Click Yes when asked whether you’re sure about the deletion.