798 Chapter 26 Create Databases and Simple Tables
The first record in a new table, after data has been entered in the first field.When creating a new table in Datasheet view, you need to save the first record after
entering the first item of data. If you don’t, Access increments the ID value for each field
you add to that record. For example, if you add seven fields, Access assigns the value 7 to
the ID field of the first record. To avoid this problem, you simply click the icon in the record
selector after you enter your first value in the first record. This saves the record with the
value 1 assigned to the ID field, and subsequent records will be numbered sequentially.
Having entered the first item of data and saved the record, you continue entering items
of information in consecutive cells and pressing Tab or Enter. When you finish entering the
last item for the first record, you click anywhere in the row below to tell Access that the
record is complete.
After you complete the first record of a new table, you will probably want to change the
default field names to something more meaningful. To rename a field, you simply double-
click its field name and then type the name you want.
At any time while you are entering data in a new table, you can save the table by clicking
the Save button on the Quick Access Toolbar and naming the table. If you try to close the
table without explicitly saving it, Access prompts you to save the table. If you click No,
Access discards the table and any data you have entered.
After you have saved the table for the first time, Access automatically saves each record
when you move away from it. You don’t have to worry about losing your changes, but you
do have to remember that most data entries can be undone only by editing the record.
Databases almost always contain more than one table. You can create additional empty
tables by clicking the Table button in the Tables group on the Create tab of the ribbon.
If you need to create a table that is similar in structure to an existing one, you can copy
and paste the existing table to create a new one. When you paste the table, Access gives
you the option of naming the table and of specifying whether you want the new table to
have the existing table’s structure or both its structure and its data.