Access entering data into a table - How to enter data into Access tutorial for beginners 2013 2016

next I want to show you how to enter data into your access table so we made a table in a previous video in design view now to uh change the data in the table you're going to double click on it so we'll double click on the client's table okay now uh each column is a different field and each row is a different record right now this is a brand new table so it doesn't have any data but uh of course each row will be a different record and each column is a different field if you look down here where my mouse is it'll tell you how many records you have in that table first we're on the customer ID field now the customer ID happens to be one of those utter number Fields so when it's an utter number field it'll say the word new there and in fact you won't be able to type that I'm going to try to type something in and I notice nothing happens because it's an utter number field so um if I try to type in there nothing will happen so that's going to fill in automatically the next field is called the start date and with the start date that's going to be a datetime type of field so uh with a daytime type of field we can do it a couple different ways we can enter the data manually so I'll type in 12 SL 1110 I can type that in manually also because it's a date field they just included this calendar in the new version so I want to pick on the calendar and then we can pick a date from the calendar so that's a nice feature now uh let me give you a keyboard shortcut here uh if I do control semicolon that gives you today's date today is November 12 so if I do control semicolon it gives me today's date as we can see and when I leave that field it lets me go to the next field now let me show you what happens with the date if you type in an invalid date I'm going to type in 1132 sl210 we know there's no such dat as the 32nd of November so when I try to leave that field it knows as well so it won't even let me continue until you're picking a proper value so I'm going to type in enter new value and then I'll type in you know 11 12 2010 and then it lets me continue so when you have a datetime field it'll always make sure that you have a valid date that is built right in because it's a daytime field the first name is just a text field now a text field you can just type in whatever you wanted to and then you would tab to the next field also if we hit the enter key that would take you to the next field so all of these are text Fields we're just going to type that in and uh I'm going to type in a um an address here now for the address too let's say I don't have anything for that I didn't make that field uh a required field so it's okay to leave that blank type in a city these are all text Fields State now when I set up the table I made the state two characters long so it won't even let me try to allow me to type in more than two characters as we can see so that's one reason why we use the um the field size for the ZIP code we actually made that nine digits with the dash so I'll type in 1 2 3 4 5- 6 7 8 89 by the way if you wanted to dash to pop up automatically for that zip code field you would you would uh add an input mask in design view into that field there's another video that talks about input masks like for example if I go to the phone number if I start typing in my phone number notice how the parentheses in the Dash came up automatically that's because we added a a um input mask to that field and it makes it a lot easier to enter data there same thing with the fax number we added a um an input mask for that field also now for the email address I just made that a text field now if you wanted that to be an active uh link where if you clicked on that you would make it a um you would make it a hyperlink data type or another thing that you can do is you can just leave it as a text field then on the form you can make that field a hyperlink uh look for some videos about forms and I would show you how to do that when we get to the form section now notice that the active field is a checkbox so the um the checkbox is is there because we added a yes no field so if I click on that of course it makes it yes the check mark is there if I click again it empties the field and now it's no so when the check mark is there it means it's yes when the check mark is not there it means it's no another thing you can do is if you use your space bar I going to hit the space bar and notice how that fills that in as well so that's a yes no field now for the account limit we made that a um a currency field so when I type in this number when I leave that field it'll put the dollar sign in there automatically noce I'm going to try to type in uh my name now it doesn't like that because it's not numeric field so that kind of that kind of validation is built right in because it's a a currency field that would also work if it was a number field so I want to say enter new value and we'll type in 20,000 let's say as their limit the notes we made that into a memo field so we can just type in anything there and we can type in as long as we want to actually a mfield would would contain up to 65,000 characters so that's for your really really long fields and I'm just going to type in something there uh so now notice how when I hit the Tab Key it goes to the next record again the customer ID is one of those alter numbers so that's going to fill in automatically let's go to the next record and I'll put a date in use the calendar and notice how that record became number two so that's how the auto numbers are going to work it's going to give you a different sequential number for each record uh so there's going to be another video that I'll show you and to how to on how to uh make the Auto number start from a different number from one there is a way to do that and there'll be another video look for a video that features Auto numbers okay now um so we'll just put another uh record in here now let's let me show you another keyboard shortcut let's say that this person has the same city as the previous uh person what you can do is you can um you can copy that value down by doing control quote or you might say control apostrophe on your keyboard and notice what that did that copied the previous value down I'm going to go to the State field I'll do control uh quote and notice that I copy that previous ve uh value from the previous record onto the current record so that's a little bit of a keyboard shortcut the other keyboard shortcut uh that I talked about in this lesson was control semicolon and that gave you today's date so we can start to see how to do data entry into our table now uh a lot of these fields I I well in fact all of these fields I made as nonrequired so I can skip right over those fields without typing anything in there and that gives you a brief idea of how to do data entry into your table we'll probably talk about that more but that gives you an introduction to doing data entry into your into your access table and that would work with any existing table uh at that point I'm going to close that uh table and it saves for you automatically if it doesn't ask you to save it saves automatically all right so now we know a little bit about doing data entry into our access table