Work with data in Access 2016

In the previous lesson, you became familiar with the Access 2016 interface as well as the opening and closing of the basic database. This article will continue to go deeper into Access 2016 around the content of working with data in Access 2016.

Work with Access 2016 table

Open the Access 2016 table

To open the table, in the navigation pane, find the table to open, double click on it. The table will be opened in the right pane, as a tab.

Work with data in Access 2016 Picture 1

Add new record

There are 3 ways to add new records for tables in Access 2016:

Go to Home > tab in Records group> New .

Work with data in Access 2016 Picture 2

Open the log navigation pane at the bottom of the window> click the New record button.

Work with data in Access 2016 Picture 3

Start entering the row below the last record in the table.

Work with data in Access 2016 Picture 4

Sometimes when entering information into a record, you receive a message that the information you entered is invalid. That means that the input field has its own data type rules. Click OK , then follow the instructions in the pop-up to re-enter the data.

Work with data in Access 2016 Picture 5

To save the record, on the Home tab> Records group> Save .

Edit the record

To replace a word in the record> Home > in the Find > Replace group, the Find and Replace dialog box appears.

Work with data in Access 2016 Picture 6

In Find What: enter the word to search, in Replace With: enter the word you want to replace. As an example below is a Fall replacement with Autumn.

Work with data in Access 2016 Picture 7

In Match: you can localize your search: Any Part of Field (find your word in every part of the cell), Whole Field (find only those that match the search term perfectly), Beginning of Field (find cell starts with search term).

Work with data in Access 2016 Picture 8

Click Find Next , if the text is found, it will be blacked out.

Work with data in Access 2016 Picture 9

Review the text to make sure you want to replace it. Click Replace instead.

Work with data in Access 2016 Picture 10

Access will move to the next word found in the table, if the replacement is completed, click Cancel to close.

The Replace All option is quite powerful, but it can replace words you don't want. In the example below, since the fall does not mention the season, if replacing with Autumn is not correct. Be careful when using it.

Work with data in Access 2016 Picture 11

Delete the record

Select the entire record by clicking on the gray border to the left of the record.

Work with data in Access 2016 Picture 12

Click Home > Records group> Delete .

Work with data in Access 2016 Picture 13

The dialog box appears> Yes , the record will be permanently deleted.

The ID number assigned to the record will remain the same, even if the record is deleted. Example: If you delete a record with ID 205 then the ID number will be . 203, 204, 206, 207 .

Work with data in Access 2016 Picture 14

Customize table interface

Change the row and column size of the table

To change the column width, move the mouse to the right edge of the column, in the column header box, when the mouse turns into a cross with the arrow left and right, you drag the mouse to the desired position to increase or decrease. column width.

Work with data in Access 2016 Picture 15
Change the field width in the Access 2016 data table

Similar to the row, you move the mouse to the line below the row to change in the gray area to the left of the row, the mouse turns into a cross with an up or down arrow, you drag the mouse to the desired position to change the degree. wide of rows.

Work with data in Access 2016 Picture 16

Hide column of table

To hide columns, right-click on the column heading> Hide Fields . If you want the column to show up again, just right-click the title of any column, select Unhide Fields , and in the dialog box, select the column you want to display again.

Work with data in Access 2016 Picture 17

Change the color of the row

Go to Home > Text Formatting group> click on the Alternate Row Color arrow.

Work with data in Access 2016 Picture 18

Select color from the drop-down menu, select No Color to remove the color.

Work with data in Access 2016 Picture 19

Table after changing color:

Work with data in Access 2016 Picture 20

Custom lines

Go to Home > Text Formatting > click the Gridlines arrow.

Work with data in Access 2016 Picture 21

Select the type of line you want:

Work with data in Access 2016 Picture 22

The line style you just selected will apply:

Work with data in Access 2016 Picture 23

Working with Form

Open the available form:

Open the database> navigation pane> double click on the form to open.

Work with data in Access 2016 Picture 24

The form will appear on the right as a tab.

Work with data in Access 2016 Picture 25

To add, save, delete the form is similar to the record.

Sort records

Select the field you want to use to sort the record, for example, the Last Name of Customers.

Work with data in Access 2016 Picture 26

Click Home > Sort & Filter > select Ascending or Descending to sort ascending or descending.

Work with data in Access 2016 Picture 27

The table will be sorted by the selected school:

Work with data in Access 2016 Picture 28

To save the arrangement click Save on the Quick Access Toolbar.

Filter records

Create a simple filter

Click the drop-down arrow next to the name of the field you want to filter, here filter by City.

Work with data in Access 2016 Picture 29

The menu appears to select the element you want to filter.

Work with data in Access 2016 Picture 30

Select OK , the table will only show what you have selected to filter.

Work with data in Access 2016 Picture 31

Create a filter from a selection

Select filtering allows you to select specific data from the table and look for similar or unlike data. For example: You are working with the database of the bakery, if you want to search for all products with 'chocolate' names, you can select that word in the product name and create a filter with it.

Select the cell or data you want to create a filter. In this example, we want to see a list of all products that contain chocolate in the name, so we choose Chocolate in the Product Name field.

Work with data in Access 2016 Picture 32

Go to Home > Sort & Filter > click on the Selection arrow.

Select the type of filter you want to apply. In this example we choose Contains "Chocolate" because we want to see a record containing Chocolate in school.

Work with data in Access 2016 Picture 33

Filter will be applied. The table will only display the products in the name that contain Chocolate.

Work with data in Access 2016 Picture 34

Create search word filter

Filtering text by search terms you can use some similar options when filtering with an option including: Contains (contains), Does Not Contain (not included), Ends With (ends with) and Does Not End With (does not end with).

Click the drop-down arrow next to the title of the field you want to filter. Here, we will filter to display only the orders containing the notes, so choose Notes.

Work with data in Access 2016 Picture 35

In the drop down menu, hover over Text Filters > choose how you want to filter in the list. Here, we want to see the record with notes containing the word 'party' so we will select Contains .

Work with data in Access 2016 Picture 36

In the Custom Filter dialog box, you enter the word you want to filter, here is the party.

Work with data in Access 2016 Picture 37

Click OK to apply the filter:

Work with data in Access 2016 Picture 38

Filter numbers by search

Select the column containing the number to filter, click the arrow to the right of the column name, hover over Number Filters. There are several options for Equals . (Not), Does Not Equal . (not equal), Less Than . (smaller), Greater Than . (larger), Between . (in the range). Suppose we need to filter products that cost less than $ 5 and choose Less Than .

Work with data in Access 2016 Picture 39

In the Custom Filter dialog box you enter 5 (number to compare).

Work with data in Access 2016 Picture 40

Click OK to apply the filter.

Work with data in Access 2016 Picture 41

The above method may apply to date data as follows:

Work with data in Access 2016 Picture 42

In the next article, you will learn how to create simple queries as well as complex queries, how to plan when building queries on Access 2016 and some advanced options. This lesson I found very interesting and has a lot of useful information, please don't ignore it.

Next article: Create data queries in Access 2016 from simple to complex

Previous article: Familiarize yourself with Acccess 2016 interface and basic operations