Figure 1: Datasheet view mode
Note that the cursor flashes in the first field of the first record in the table. Access will wait for you to start entering information. To do it, just type in the keyboard. If you want to switch from one field to another, press the Enter key or the Tab key.
Note: Ignore the field (by pressing the TAB key) containing some content (like the first field in Figure 1, containing the specified AutoNumber). Once this table has been set up so that AddressID field is the primary school key, Access will automatically fill in this field.
When starting to enter information into the table, notice that Access assumes you are starting to enter a record. Figure 2 shows Access adding a record below, and the pencil icon is located on the left side of the log or where the record is executing.
Figure 2: Adding a record in Access
You will continue to add information to the record. Press the TAB or ENTER key until the final field is completed. In turn, you will enter information for the first field of the next record. You can return to the previous field by pressing SHIFT + TAB . After finishing with a record and proceeding to other records, Access automatically saves your changes (note that the pencil icon is moved from the left side of the saved record).
Move around the board
While the number of records in the table increases, you can use different keyboard shortcuts to move quickly from one record to another or in the fields of a record. Table 1 lists the keys you can use to navigate in the table.
Table 1: Navigation in the table
Shortcuts for data entry
Attached to the keys listed in Table 1, Access provides a number of shortcuts to use when entering data. Some shortcuts you already know, use them to start menu functions. When selecting an Access menu, Access displays shortcuts on the right of each menu. Table 2 lists the shortcuts you can use to import data quickly.
Table 2: Shortcuts for data entry
Exit the Datasheet mode
Once you've entered the information, make sure you want to leave or turn off the Datasheet mode. This lets Access to you with the table and continues to do other operations. There are two main ways you can turn off the Datasheet: select the Design view tool or click your mouse on the Close (X) icon in the upper right corner of the Datasheet.
The Design view tool is the tool that is always on the left in the toolbar. Click your mouse on this tool to display another way of the table. The screen shown in Figure 3.
Figure 3: Converting Design view mode
When switching to Design view mode, the Design view tool changes from the Datasheet tool. Click your mouse on the Datasheet tool to display the Table Datasheet mode again. When working in Design view mode (Figure 3), Access allows you to change the layout of the table. The Design view mode appears like the one you set when using the Table Wizard at the beginning of the chapter. In chapter 3, you will learn more about how to use Design view mode.
To exit the Datasheet or Design view window, click your mouse on the Close icon (X) in the upper right corner of the window. Access will close the window and bring up the Database window. Your new table (Addresses) is listed in the available table of the Database window. When you want to work with the information in the table, you can double-click on the table name or select the table name and click your mouse on the Open button.