Microsoft Access 2021: Creating and Managing Records

Name: Microsoft Access 2021: Creating and Managing Records
Author: John Varan

Learn how to manage database table records in Microsoft Access 2021

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Course: On-Demand

Hello, welcome to Knowledge City's course on Microsoft Access 2021 Beginner. My name is John Varon, and in these lessons you will learn how to create and manage records. In this lesson, I will show you how to add new records. Records, also known as rows, are the actual data stored in your tables. In order to add records to a table the table must be open in data sheet view. So if the table is closed or if it's open in design view, you can't add any records. Microsoft Access actually gives you a couple of ways to add new records. The first way is to scroll down to the bottom of the table and look for the asterisk and the phrase new. On that row, you can just fill in your information and that's it. Another way to add a new record, especially if your table has a lot of data in it and you don't want to spend time scrolling through the entire thing to get to the bottom is to simply put your cursor anywhere in the table. Go to the home menu and in the record section, click on new. This will automatically jump you down to the new row and then you can fill in your information here. Make sure you save your table after entering new records. One thing to keep in mind is that some columns may be required and if you don't fill those out then Access won't let you add the record. Let's look at how that works. First, we need to make some fields required. So to do that, we need to go into Design View. Now it makes sense that we can't have any student records without a student name so we'll make the last name and first name fields required. So to do that, let's first select the last name. Go down here in the properties and see the one that says required No, and we will change it to Yes. we're gonna do the same thing for the first name. And then don't forget to save your changes. Now, let's go back into data sheet view and create a new record. I'll click here and I'm going to put in a last name but I'm not gonna put in a first name this time and Access gives us an error. You must enter a value into students first name field. That's because we made it required so now if we fill that one in Access lets us enter the new record. Once this is done, don't forget to save your table again. This is one of the ways we can maintain integrity of our data by making sure useless data doesn't get into our tables, and that required data does get in because it won't be useful to have half of a name for a student. Thanks for watching. Stay tuned for the next lesson where I will show you how to edit records.

Beginner Provider : John Varan 5 Lessons · 22m in Arabic, German, English, Spanish, French, Portuguese, Chinese

Course Description

Once you have created a database, it is now time to start filling it with vital information. There are many components to creating and managing efficient records, and good records are the foundation of an effective database. But how do you create and index records in Microsoft Access 2021? What are some of the limitations to creating and editing indexes? What are some of the best practices and things to be aware of when editing and deleting records in a database?

In Microsoft Access 2021: Creating and Managing Records, you will learn what records are and why they are the most important piece of your database. You will also learn the basics of creating new records, editing existing records, and deleting records. You will also learn how to handle various special cases that may come up, such as the limitations of editing indexed records and editing and deleting records that are participating in table relationships.

What You'll Learn

Create new records in a Microsoft Access 2021 database
Edit existing records, including special cases
Edit indexed and related records within their limitations
Delete records from a database
Delete records that are participating in table relationships

Key Takeaways

Records are the most important piece of a database, and good records are the foundation of an effective database.
Creating and managing records includes the basics of adding new records, editing existing records, and deleting records.
Special cases can arise when editing indexed records or when editing and deleting records that participate in table relationships.
There are limitations to be aware of when creating and editing indexes in Microsoft Access 2021.

Frequently Asked Questions

What will I learn in this course?

You will learn what records are and why they are the most important piece of your database, along with the basics of creating new records, editing existing records, and deleting records. You will also learn how to handle special cases such as the limitations of editing indexed records and editing and deleting records that participate in table relationships.

What topics do the lessons cover?

The lessons cover Adding New Records, Editing Records, Editing Indexed and Related Records, Deleting Records, and Deleting Related Records.

What skills does this course help me build?

This course helps build skills in Database Administration, Database Indexes, Database Management, Microsoft Access, Microsoft Data Access Components, and Records Management.

What software does this course focus on?

This course focuses on creating and managing records in Microsoft Access 2021.