When you buy a new address book, it is not very useful until you fill it with names, addresses, and phone numbers. Likewise, a new database is not useful until you populate, or fill, a table with data. After a table is created, you can populate it with records by typing data directly into the table.
On the Table Design toolbar, click the View button to switch to the Datasheet view, and notice the column names, which are the Field Names you created in Design view.
With your table in Datasheet view, press to move to the Student# field and type 10157
Press to move to the Student Last Name column, and then type Hernandez Press to move to the Donor First Name column, type Maria and then press to move to the Donor Last Name column and type Rios
Press , and then in the Donor Phone column type (312) 555-0012 Press and in the Pledge Amount field type 20
Press and then in the Date Collected column type 11/15/07
NoteCorrecting Typing Errors
Use the same techniques used in documents and worksheets.
If you make a mistake while entering data, you can correct the error by using the Backspace key to remove characters to the left, the Delete key to remove characters to the right, or select the text you want to replace and type the correct information. You can also press to exit out of a new record.
Press to move to the next row in the table, and then press to move to the Student# field. Continue entering the records shown in the following list, and do not be concerned if the data does not completely display in the column; the widths of the columns in the figure have been adjusted so that you can view the data that is to be entered. When you are finished, compare your screen with Figure 1.32.
As soon as you move to the next row, the first record is savedyou do not have to take any specific action to save the record.
On your 1B Pledges table title bar, click the Close button to close the table and display the Database window.
When you see duplicate information in a table, it may be a signal that you have an inefficient database design. For example, in your 1B Pledges table, the student name Hill already appears twice. When you see the same data repeating itself within a table, it is likely that another table is necessary. In this activity, you will create a second table in your database.
In the Database window, double-click the Create table in Design view command.
In the first Field Name box, type Student# press twice, and then press to jump to the Field Size property.
Set the Field Size of the Student# field to 5 and then press to return to the Description column for the first field.
Press to move to the second row and continue to enter the field names, data types, and field sizes as listed below:
Click anywhere in the Student# field and then, on the Table Design toolbar, click the Primary Key button .
On the Table Design toolbar, click the Save button . In the Save As dialog box, and using your own name, type 1B Club Members Firstname Lastname click OK, and then compare your screen with Figure 1.33.
More Knowledge: Changing Field Size After Records Are Entered
If you change the field size or other properties after records have been entered in a table, you may see a message box warning that the change may affect the data. For example, if you change a field size in a table with data from 50 to 10, if any of the data in the table requires more than ten characters, the data will be lost. For this reason, it is best to set the field size before adding data. However, if you change the field size to a smaller size after the data has been entered, be sure that the size is large enough to accommodate the largest entry.
On the Table Design toolbar, click the View button to switch to Datasheet view.
Beginning in the first row, under Student#, and using the techniques you have practiced, enter the following five records, and then compare your screen with Figure 1.34. Do not press to try to force the data to a second line. This action will move the insertion point to the next field. Note that the columns in the Figure have been adjusted to display all the data. Later you will learn how to widen columns so that all of the data displays.
On your 1B Club Members table title bar, click the Close button .
Chapter One. Creating Documents with Microsoft Word 2003
Chapter Two. Formatting and Organizing Text
Chapter Three. Using Graphics and Tables
Chapter Four. Using Special Document Formats, Columns, and Mail Merge
Chapter One. Creating a Worksheet and Charting Data
Chapter Two. Designing Effective Worksheets
Chapter Three. Using Functions and Data Tables
Chapter One. Getting Started with Access Databases and Tables
Chapter Two. Sort, Filter, and Query a Database
Chapter Three. Forms and Reports
Chapter One. Getting Started with PowerPoint 2003
Chapter Two. Creating a Presentation
Chapter Three. Formatting a Presentation
Chapter One. Using Access Data with Other Office Applications
Chapter Two. Using Tables in Word and Excel
Chapter Three. Using Excel as a Data Source in a Mail Merge
Chapter Four. Linking Data in Office Documents
Chapter Five. Creating Presentation Content from Office Documents
GO! with Microsoft Office 2003 Brief (2nd Edition)