Entering a Record
After you've created the table and fine- tuned its structure, you are ready to enter data into the table. This means that you should have access to all the data that you need to enter. Then, all you have to do is open the table and input the data records.
Using Forms to Enter Data Access doesn't limit you to entering data directly into the table. You can also enter data using a form. Form creation and data entry using a form are covered in Lesson 13, "Modifying a Form."
First, from the database window, double-click the table in which you want to enter the records. The table opens in the Datasheet view (see Figure 7.1). If this is the first time you have entered data into the table, only one empty record appears in the table. As you complete each record, a new blank record (a new row) appears.
Figure 7.1. A table's existing structure can be edited in the Design view.
To enter records into the table, follow these steps:
Data Entry Tricks Access offers some hotkey combinations for entering dates and data found in the same field in a previous record. To insert the current date, press Ctrl+; (semicolon). To insert the current time, press Ctrl+: ( colon ). To repeat the value from the same field in the previous record, press Ctrl+' (apostrophe).
You should be aware that, as you enter each field's data and move onto the next field, Access automatically saves your table data. This is very different from other Office applications, such as Word or Excel, where you must save your data after entering it.