A field is a column in a database table. It stores one particular type of information about each record.

Examples of fields:

• StudentID
• StudentName
• Mobile
• Course
• AdmissionDate
• FeesPaid

In a Students table, the StudentName field stores the names of students, while the Course field stores their course names.

Remember: A field represents a column.

A record is a row in a database table. It contains related field values describing one item, person, or entity.

For example, one student's ID, name, mobile number, and course together form one record.

In the table above, the row containing Rahul Kumar's information is one record.

Remember: A record represents a row.

Consider this Employees table:

• Total fields: 4
• Total records: 3
• EmployeeName: A field.
• Ravi's complete row: A record.
• 30000: A field value.

Tip: Columns are fields, rows are records, and individual entries are field values.

1. Open your database in Microsoft Access.
2. Open the required table in Design View.
3. Enter a new field name.
4. Select the appropriate data type.
5. Set any required field properties.
6. Save the table.

Example:

Add a field named Email with the Short Text data type to store student email addresses.

1. Open the required table in Datasheet View.
2. Move to the new-record row at the bottom of the table.
3. Enter values in the available fields.
4. Move to another record or row to finish the entry.
5. Confirm that the new record appears in the table.

If a field uses AutoNumber, Access generates its value automatically. You generally do not enter that value manually.

1. Open the table in Datasheet View.
2. Locate the required record.
3. Click the field value you want to change.
4. Enter the corrected value.
5. Move to another record to commit the change.

Example: If a student's course changes from ADCA to Web Development, update the Course field in that student's record.

Be careful when editing records. Changes to important information can affect reports, queries, and other users of the database.

1. Open the table in Datasheet View.
2. Select the record you want to delete.
3. Use the Delete command or right-click the record selector.
4. Confirm the deletion when prompted.

Warning: Deleting a record removes its data. Related records or relationships may also affect whether deletion is permitted. Always verify the selected record first.

Field properties control how a field stores, displays, or validates information.

For example, a Required property can help prevent a student's name from being left blank.

Create a Students table and practise the following tasks:

1. Create fields StudentID, StudentName, Mobile, and Course.
2. Set StudentID as the primary key.
3. Enter five student records.
4. Add an Email field.
5. Enter email addresses for the students.
6. Correct the course name of one student.
7. Identify any one field and any one record.
8. Delete a sample record only after checking it carefully.
9. Save and reopen the table.

1. What is a field in MS Access?
2. What is a record?
3. What is the difference between a field and a record?
4. Give five examples of fields in a Students table.
5. How do you add a new field?
6. How do you add a new record?
7. What is a field value?
8. What are field properties?
9. How do you edit a field value?
10. What precautions should you take before deleting a record?