Microsoft Office Tutorials and References
In Depth Information
Entering and Altering Table Fields
enter data, Access enters a unique number to identify each record in
the field. (To generate random numbers instead of sequential numbers
in an AutoNumber field, go the General tab of the Design view window,
open the New Values drop-down list, and choose Random instead of
✦ A multiple-field primary key: Combine two or more fields and designate
them as the primary key. For example, if you’re absolutely certain that
no two people whose names will be entered in your database table have
the same name, you can make the First Name and Last Name fields the
primary key. The problem with multiple-field primary keys, however,
is that it takes Access longer to process them, and you run the risk of
entering duplicate records.
Follow these steps on the (Table Tools) Design tab to designate a field in a
database table as the primary key field:
1. In Design view, select the field or fields you want to be the primary
To select a field, click its row selector, the small box to its left; Ctrl+click
row selectors to select more than one field.
2. Click the Primary Key button.
A small key symbol appears on the row selector to let you know which
field or fields is the primary key field.
To remove a primary key, click its row selector and then click the Primary
Key button all over again.
Moving, renaming, and deleting fields
Suppose that you need to move, rename, or delete a field. To do so, switch
to Design view and follow these instructions:
✦ Moving a field: Select the field’s row selector (the box to its left) and
release the mouse button. Then click again and drag the selector up or
down to a new location.
✦ Renaming a field: Click in the Field Name box where the name is, delete
the name that’s there, and type a new name.
✦ Deleting a field: Click in the Field Name box, go to the (Table Tools)
Design tab, and click the Delete Rows button. You can also right-click
the field and choose Delete Rows on the shortcut menu.