Creating  
an Access Database:  
A Primer for Resource Center Managers   

 by   
Laura C. Larsson

Data Entry

Table of Contents

Introduction 
Entering Data into a Table via Datasheet View 
  Data Entry Hints in Datasheet View 
Entering Data via Forms 
Assignment 1: 
Assignment 2: 
For More Information 

Introduction

Entering limited data into the database enables you to test the tables, relationships, forms and reports. Once these are thoroughly tested, and everthing works to your satisfaction, you will be able to enter data on all your journals into your database. 
 

Entering Data into a Table via Datasheet View

Once we have all the tables designed we can begin to enter data into them. The Datasheet View looks like an Excel spreadsheet. 

Keep in mind that when we enter data into a table, that each row represents one record and each column represents a specific field.  
 

Moving Through the Table

The Tab key moves your cursor to the next field to the right. When you are in the last field for the record, when the Tab key is pressed, it will move you to the next record.  Shift-Tab moves the cursor to the next field to the left (backwards). If you are in the first field for the record, it will move you to the next record above the current record. The Arrow Keys move your cursor in the direction of the key pressed. The Enter key moves the cursor to the next field to the right. If you are in the last field for the record, it will move you to the next record below the current record. 

When you've finished entering the row, and move to the next record, Access automatically saves the record. Tabs, unless they are on the last data entry field will not save the work to date. On the other hand, the Up or Down arrow key will move your cursor to a different record and Access will save any changes you have made to the record.  
 

Data Entry Hints in Datasheet View

How you enter data in Datasheet View is dependent on how you ordered your fields as you designed the table. 

You can edit data in a field by re-entering the data in that field. You can change one character or all characters in a field. 

Use Enter or Tab to advance through the fields in your table. 

To delete a data record, select the record from the Record Selector Column and press the delete key. 

To move a field in the Datasheet view, select the column (field) by clicking its field selector (the bar at the top of the field column), then click and drag the field selector box to its desired new location. 

To change a field width in Datasheet view, drag the field border of the field selector. 

Access saves each record each time you move to a new record (even though it may not seem like it).  

Use the Edit | Undo feature to undo the most recent changes to the last saved record. 
 
 
Data Entry via Datasheet Assignment: 

Enter Sample Records Number 1, 2, and 3 from the Sample Procite Records page. Remember, these are the records you evaluated in designing the tables. 
 

To close a table after entering data, click the  (close) button or select File | Close from the menu bar. 
 

Entering Data via Forms

We're all used to filling out forms of one kind or another. Filling out an Access form is not much different. 

Let's take a look at one of the data entry forms, the bibliographic data entry table. Here's what it looks like: 

Bibliographic data entry form
 

As you can see the data entry fields are carefully labeled. Use the same keys (Tab, Shift-Tab, Arrow, Enter) as you used in the tables to move through the fields and save records. 
 

Moving in the Form View

The table below provides a list of the different ways you can move around in the Form View (*). 
 
Item  Description 
First record in the table. 
Previous record in the table. 
Next record in the table.
Last record in the table.
First record in the table.
Ctrl - Home First record in the table.
Ctrl - End  Last record in the table.
Page Up  Previous record in the table. 
Page Down  Next record in the table.
Tab Go to the next field to the right. 
Shift - Tab  Go to the next field to the left.
Arrow keys Goes to the field in which ever direction you press. If you are in the last field on form, by pressing the down or right arrow will go to next record.
Home First field on the form.
End Last field on the form.
(*) Table used with permission of author 
 
 
Assignment: 

Enter Records 4 and 5 from the Sample Procite Records page into the database, or at least as much as you can with the various forms we've developed. Complete the data entry by using the tables, if necessary.
 
 

For More Information 

Go to Working with Data from the Access Help file. Also look at Working with Forms. 
 
 

Next: Writing Queries 

Back: Creating Forms
Table of Contents | References and Resources | Glossary | 
Page Updated: June 22, 1998
URL:  http://weber.u.washington.edu/~larsson/conf/aiha98/primer/dataentry.htm