Opening the database

• In order to add another record, the button on the menu labelled "Enter/view data" needs to be selected.  This will then open the form, which allows the user to add a new record easily, as all the headings are listed and the other records are on different pages of the form.  This ensures that the user does not enter the same record twice because they can easily view the others.

• By selecting the arrowhead the user can scroll through all the records that have been entered into the database.  They can keep clicking on this until they reach a record with no data in or they can click the arrowhead next to it in order to reach the last entered record without having to scroll through all the data.

• However, the easiest way to add a new record is to select the button that looks like:

• When adding data to the database, certain fields in the form will only allow certain information to be entered.  This is because the fields have validation rules.  For example, the date of birth field will only enable six characters to be entered.  These characters have to be numbers – the day, the month and the year.  The telephone number will not allow more than eleven numbers to be typed in.  If more than this amount is trying to be entered, the computer will not insert the data.  

• Some of the fields have a drop down menu, which means that the information can only be entered into the database if it is in the list.    

The images above show some of the examples of drop down windows in the form.  The arrow button can be clicked on and the required data can be chosen from the list or it can be typed in.  However, the data will only be entered if the data being typed in matches one of the words in the list.

• In some cases the data may not be in the list or a length check may be programmed to be too short.  Therefore this will need to be edited.  To do this the form can be closed by selecting “close form.”  The correct table needs to be opened and the design view button needs to be selected.

To add another choice to the drop down menu, the correct field needs to be selected, for example “Title.”  If the option Master was not in there, it could be added by typing “Master” in the box labelled row source.

• The user can then type information in the empty boxes.  This will automatically be added into the database.  If no more records need to be added then clicking the "close form" button can close the form.

Modifying records

• To modify the records, either the table can be opened or the form can be opened.  Using the form to modify data is the easiest option as the information can be clearly read.  Therefore, enter / view data needs to be selected, as this will open the form.  

• The relevant record can then be found by scrolling through the records.  This can be completed by clicking on the arrowheads.  Once the relevant record has been reached then the information can be edited.  The modified record will then be added to the database.

• Alternatively, accessing the table can alter the records.  Once this has been accessed, the information can be changed by clicking or double clicking on the relevant data.

• To close both the form and the table the cross in the top right hand corner needs to be clicked on.  However, selecting the command button, “Close form”, can also close the form.

Deleting a record

• To delete the record, the form can be right clicked on.  This then brings up a list of commands that can be clicked on.  However, for the purpose of deleting a record, "datasheet view" needs to be clicked on.  This will then show the actual records that have been entered into the database.

• The appropriate record that needs to be deleted needs to be right clicked on, as shown to the left.  By clicking right clicking on the grey space next to the record not only brings up a menu with a list of commands, but also high lights the record in question.  Then to delete the record the “delete record” button needs to be selected.

• Microsoft Access then asks if you are sure that you want to delete this record, because it will be unable to undo the operation performed.  This is to prevent records from accidentally being deleted.

• In order to delete more than one record without having to do the above process several times, the following steps can be taken.  The datasheet view should be selected, by right clicking on the form.  The appropriate records that need to be deleted can be selected by clicking on the grey bar for the record and then holding the shift key.  Then click the last record that needs to be deleted.  This will then highlight all the records that need to be deleted.  Still holding the shift key down, the information can be right clicked on and then delete records can be selected.