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Table Basics

If you're new to Microsoft Access, you'll need to learn the basics of working with tables so that you can open, navigate, add information, and edit them.

To Open an Existing Table:

  1. Open your database and locate the Navigation Pane.
  2. In the Navigation Pane, locate the table you would like to open. Tables are marked with the s icon.
  3. Double-click the name of the table. It will open and appear as a tab in the Document Tabs bar.
    Opening a tableOpening a table

Understanding Tables

All tables are composed of horizontal rows and vertical columns, with small rectangles called cells in the places where rows and columns intersect. In Access, rows and columns are referred to as records and fields.

Records, fields, and cells in an Access tableRecords, fields, and cells in an Access table

field is a way of organizing information by type. Think of the field name as a question, and every cell within that field as a response to that question.

Fields and field namesFields and field names

record is one unit of information. Every cell on a given row is part of that row's record. Each record has its ownID number. Within a table, each ID number is unique to its record, and refers to all the information within that record. The ID number for a record cannot be changed.

Records and record ID numbersRecords and record ID numbers

Each cell of data in your table is part of both a field and a record. For instance, if you had a table of names and contact information, each person would be represented by a record, and each piece of information about them—their name, phone number, address, and so on—would be contained within a distinct field on that record's row.

Click the buttons in the interactive below to learn how to navigate a table.


Navigating Within Tables

To navigate through records in a table, you can use the up and down arrow keysscroll up and down, or use the arrows in the record navigation bar located at the bottom of your table. You can also find any record in the currently open table by searching for it using the record search box. Simply place your cursor in the search box, type any word that appears in the record you would like to find, and press the enter key. To view additional records that match your search, press enter again.

Using the record navigation barUsing the record navigation bar

To navigate between fields, you can use the left and right arrow keys or scroll left and right.


Output to PDF

Outputting your reports to PDF can help you when it comes to sharing with others who do not have Access 2010. Luckily, Microsoft decided to integrate this feature into Access 2010. To perform the task, go to the menu and select File, followed by Save & Publish. Under File Types, click Save Object As. Next, click the PDF or XPS option. Finally, click Save As to output the file to PDF format.


Quickly Share Reports With Non-Access Users

Quickly Share Reports With Non-Access Users


Want to share a report with someone who does not have access to your application? It's easy to do in Access 2010. From the Navigation Pane (as shown), right click on the report you want to share and click "Export." Select the file format you want to save in—Excel, PDF, HTML or other format. What's great in Access 2010 is that if you have a report you want to send someone on a regular basis, you can save the export steps and quickly export the report without using the Export Wizard. You can also create an Outlook Task from within Access 2010 that will not only remind you when it's time to export the report, but will also create a Run Export button in Outlook to perform the Access export. Users are given the option to create this button whenever an export task is created.

How To Export Data from Microsoft Access 2007 to Microsoft Excel

  1. Open the database you wish to export data from in Microsoft Access 2007
  2. Using the navigation pane, select the table, report, form or query that you wish to export.
  3. Choose the External Data tab on the Ribbon.
  4. Click the Excel button in the Export section of the External Data tab.
  5. Provide an export file name and select the Excel format you would like to use for your export.
  6. Click OK to begin the export.
8/26/11 Using a Startup Form in Access 2007

Make it easy to use an Access database by automatically displaying a form when the database is opened.  Access 2007 has made this process easier than ever before.  Here’s how:

  • Open the database and click the Office Button
  • Click the Access Options button at the bottom of the menu
  • Click Current Database on the left pane
  • Under Application Options click the Display form drop-down and choose the form you want user to see when they open the database
  • Click OK