WEBVTT Kind: captions Language: en 00:00:12.330 --> 00:00:14.350 Tables are the heart of any database because they 00:00:14.350 --> 00:00:17.410 are where the actual information is stored. 00:00:17.410 --> 00:00:20.410 And we're going to talk about how to add, edit, 00:00:20.410 --> 00:00:23.140 and delete information from a table. 00:00:23.140 --> 00:00:25.300 In the Navigation pane, double-click on the table 00:00:25.300 --> 00:00:27.210 that you'd like to open. 00:00:27.210 --> 00:00:29.570 And tables will be marked with a blue icon next to 00:00:29.570 --> 00:00:31.260 the name. 00:00:31.260 --> 00:00:34.030 If you've used Excel, or another spreadsheet program, 00:00:34.030 --> 00:00:38.760 then you'll probably find tables to be pretty easy to use, and they are very similar. 00:00:38.760 --> 00:00:40.550 But there are some different terms that we use 00:00:40.550 --> 00:00:43.370 when talking about an Access table. 00:00:43.370 --> 00:00:46.010 Each row is called a record. 00:00:46.010 --> 00:00:52.130 In this table, every record contains a customer's name, address, and other information. 00:00:52.130 --> 00:00:55.040 Each record will have a unique ID number, and this 00:00:55.040 --> 00:00:57.150 number cannot be changed. 00:00:57.150 --> 00:01:00.730 So Jerrod Smith's number will always be 3, no 00:01:00.730 --> 00:01:02.260 matter what. 00:01:02.260 --> 00:01:04.870 Each column is called a field. 00:01:04.870 --> 00:01:08.220 And each field contains a different type of information. 00:01:08.220 --> 00:01:14.110 For example, here we have fields for the Street Address, City, State, and Zip Code. 00:01:14.110 --> 00:01:18.210 And just like in Excel, each box is called a cell. 00:01:18.210 --> 00:01:20.280 If you want to change the information in a cell, 00:01:20.280 --> 00:01:23.180 all you have to do is select it and then type in 00:01:23.180 --> 00:01:24.600 the new text. 00:01:24.600 --> 00:01:26.890 And let's say that this customer has a new email 00:01:26.890 --> 00:01:28.280 address. 00:01:28.280 --> 00:01:30.190 After you edit the record, you can save it by 00:01:30.190 --> 00:01:33.320 clicking Save on the Home tab. 00:01:33.320 --> 00:01:35.520 But whenever you click out of a cell, it's going 00:01:35.520 --> 00:01:37.770 to automatically save it for you, 00:01:37.770 --> 00:01:39.940 so if you're making a lot of different changes, 00:01:39.940 --> 00:01:42.300 you don't have to worry about saving each record. 00:01:42.300 --> 00:01:44.160 But it is a good idea to save the last one that 00:01:44.160 --> 00:01:45.160 you're working on 00:01:45.160 --> 00:01:48.860 just to make sure that you don't lose any changes when you close the database. 00:01:48.860 --> 00:01:50.450 If you are editing more than one record, 00:01:50.450 --> 00:01:53.920 you can use the arrow keys on your keyboard to move between records. 00:01:53.920 --> 00:01:56.530 Or, if you prefer, you can use the arrows on the 00:01:56.530 --> 00:01:58.570 Record Navigation bar. 00:01:58.570 --> 00:02:00.470 You can also use the Record Navigation bar to 00:02:00.470 --> 00:02:03.060 create a new record. 00:02:03.060 --> 00:02:08.239 And then type in the person's information. 00:02:08.239 --> 00:02:10.580 If you want to delete a record, click the margin 00:02:10.580 --> 00:02:12.830 on the left side of the record, 00:02:12.830 --> 00:02:16.129 and then on the Home tab, click the Delete command. 00:02:16.129 --> 00:02:19.140 Normally, you should avoid deleting records 00:02:19.140 --> 00:02:21.730 because it can negatively impact the database if 00:02:21.730 --> 00:02:24.260 other objects refer to the record. 00:02:24.260 --> 00:02:26.890 For example, if we deleted a customer's record, 00:02:26.890 --> 00:02:30.920 it could cause the information in the Orders Table to be incomplete. 00:02:30.920 --> 00:02:35.310 But if you're just deleting a brand new record then it's generally okay. 00:02:35.310 --> 00:02:37.440 If you're sure you want to permanently delete it, 00:02:37.440 --> 00:02:40.950 then click 'Yes'. 00:02:40.950 --> 00:02:43.130 For some edits, you may want to use the Find and 00:02:43.130 --> 00:02:45.780 Replace option to make a lot of changes at once. 00:02:45.780 --> 00:02:49.620 I'm going to open up the Products Table. 00:02:49.620 --> 00:02:53.850 On the Home tab, click the Replace command. 00:02:53.850 --> 00:02:55.971 And let's say in some of our seasonal products, we 00:02:55.971 --> 00:02:59.400 want to change the word 'Fall' to 'Autumn'. 00:02:59.400 --> 00:03:01.580 Type in the word that you're looking for, and the 00:03:01.580 --> 00:03:05.490 word that you want it replaced with. 00:03:05.490 --> 00:03:07.270 We'll select Current document, so it will search 00:03:07.270 --> 00:03:09.459 throughout the entire table. 00:03:09.459 --> 00:03:11.340 And we want to look for matches that appear in any 00:03:11.340 --> 00:03:13.910 part of the field. 00:03:13.910 --> 00:03:17.459 Click Find Next to look for the word. 00:03:17.459 --> 00:03:21.349 And it looks like the first instance of 'fall' isn't referring to the season, 00:03:21.349 --> 00:03:25.450 so we'll skip this one and find the next one. 00:03:25.450 --> 00:03:27.560 When you get to one that you want to change, click 00:03:27.560 --> 00:03:29.030 Replace. 00:03:29.030 --> 00:03:30.920 Just go through each one and decide whether you 00:03:30.920 --> 00:03:35.100 want to replace it. 00:03:35.100 --> 00:03:37.580 And generally you don't want to use Replace All 00:03:37.580 --> 00:03:41.030 because that doesn't give you the option of skipping any of them. 00:03:41.030 --> 00:03:43.430 So you should only use this option if you're absolutely sure 00:03:43.430 --> 00:03:47.340 that it won't replace anything you don't want. 00:03:47.340 --> 00:03:49.770 As you practice editing tables, keep in mind that 00:03:49.770 --> 00:03:52.540 most of your changes are saved automatically, 00:03:52.540 --> 00:04:18.459 so to be safe, you may want to create new records to practice with.