16 min read
Entering and Editing Data in Datasheet View
Type, Tab, and a few small conveniences make entering records in a plain grid feel quick and forgiving.
You will learn: how to enter rows in Datasheet View. how to edit and delete records. You will do: type five members. switch between Datasheet View and Design View.
Open Datasheet View
Goal
Open Members in Datasheet View.
After the structure exists, you type member rows in a spreadsheet-style grid.
Open Members
Where
Do this
Tables
- Members
Press F11 if this list disappears.
Verification
Check your work
You are correct if all of these are true:
- You see columns MemberID, FullName, City, Phone.
- The last row shows an asterisk (*) — that is the new-record row.
If something looks wrong
Fix
Click the table name, a column heading, or any value. Each piece has a job.
Enter Five Members
Goal
Enter five member records.
One row = one member. MemberID fills automatically.
Start the first row
Where
Do this
Click the table name, a column heading, or any value. Each piece has a job.
Verification
Check your work
You are correct if all of these are true:
- MemberID shows 1 through 5 automatically.
- Five rows appear — one per member.
If something looks wrong
Fix
| Five members to enter | ||
|---|---|---|
Edit and Delete
Goal
Edit one cell and delete one test row.
Staff fix typos and remove wrong entries without rebuilding the table.
Edit a cell
Where
Do this
Click the table name, a column heading, or any value. Each piece has a job.
Verification
Check your work
You are correct if all of these are true:
- The edited cell shows the new value.
- The deleted row disappears.
- Other MemberID values stay the same — AutoNumber does not reuse deleted numbers.
If something looks wrong
Fix
Press Ctrl+Z immediately to undo. Re-enter the row if you already saved.Switch Views
Goal
Switch between Datasheet View and Design View.
Datasheet View is for data. Design View is for field names and types.
Open the Home tab
Where
Do this
Home tab
View, clipboard, sort, filter, find, and records.
Verification
Check your work
You are correct if all of these are true:
- Design View shows the field grid.
- Datasheet View shows your five member rows.
If something looks wrong
Fix
Practice
Swipe or use the arrows to move between questions.
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Field Notes: A Few Datasheet Conveniences
Click a cell and type to enter data; press Tab or Enter to move to the next field, and press Tab from the last field of a row to automatically start a brand-new record. A small pencil icon in the row selector on the left shows which record is currently being edited and not yet saved to disk.
Press Ctrl+' (apostrophe) to quickly copy the value from the same field in the previous record into the current one — a genuine time-saver for repetitive data entry.
More lessons in Microsoft Access · Next: Sorting, Filtering, and Finding Data in a Table · Previous: Primary Keys and Why They Matter