Microsoft Office Tutorials and References
In Depth Information
Adding Records to a New Table
Before you can begin to defi ne the table relationships, as illustrated in the Session 2.2
Visual Overview, you need to fi nish creating the tables in the Belmont database.
Adding Records to a New Table
The Invoice table design is complete. Now, Oren would like you to add records to the
table so it will contain the invoice data for Belmont Landscapes. You add records to a table
in Datasheet view as you did in Tutorial 1, by typing the fi eld values in the rows below the
column headings for the fi elds. You’ll begin by entering the records shown in Figure 2-20.
Figure 2-20
Records to be added to the Invoice table
InvoiceNum
2011
2031
2073
2062
ContractNum
3011
3020
3023
3026
InvoiceDate
03/23/2013
04/19/2013
09/21/2015
09/12/2014
InvoiceItem
Schematic Plan
Schematic Plan
Construction Observation
Permitting
InvoiceAmt
$1,500.00
$1,500.00
$10,000.00
$10,000.00
InvoicePaid
Ye s
Ye s
No
No
To add the first record to the Invoice table:
1. If you took a break after the previous session, make sure that the Belmont
database is open, and the Navigation Pane is open.
2. In the Tables section of the Navigation Pane, double-click Invoice to open the
Invoice table in Datasheet view.
3. Close the Navigation Pane, and then use the
pointer to resize each column so
that the field names are completely visible.
4. In the Invoice Num column, type 2011 , press the Tab key, type 3011 in the
Contract Num column, and then press the Tab key.
Next you need to enter the invoice date. Recall that you specified a custom date
format, mm/dd/yyyy, for the InvoiceDate field. You do not need to type each
digit; for example, you can type just “3” instead of “03” for the month, and you
can type “13” instead of “2013” for the year. Access will display the full value
according to the custom date format.
Be sure to type the
numbers “0” and “1” and not
the letters “O” and “l” in
the field value.
5. Type 3/23/13 , press the Tab key, type Schematic Plan in the Invoice Item
column, and then press the Tab key. Notice that Access displays the date
“03/23/2013” in the Invoice Date column.
Next you need to enter the invoice amount for the first record. This is a Currency
field with the Currency format and two decimal places specified. Because of the
field’s set properties, you do not need to type the dollar sign, comma, or zeroes
for the decimal places; Access will display these items automatically for you.
6. Type 1500 and then press the Tab key. Access displays the value as “$1,500.00.”
The last field in the table, InvoicePaid, is a Yes/No field. Notice the check box
displayed in the column. By default, the value for any Yes/No field is “No;” therefore,
the check box is initially empty. For Yes/No fields with check boxes, you press the
Tab key to leave the check box unchecked, and you press the spacebar to insert a
check mark in the check box. For the record you are entering in the Invoice table,
the invoice has been paid, so you need to insert a check mark in the check box.
The spacebar works as a
toggle for Yes/No fields;
you press it to insert a
check mark in an empty
check box and to remove
an existing check mark.
You can also select or
deselect a check box by
clicking it.
7. Press the spacebar to insert a check mark, and then press the Tab key. The values
for the first record are entered. See Figure 2-21.
 
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