ACC: Cannot Save a Blank Record in a Table or Form

• Microsoft Access versions 1.0, 1.1, 2.0, 7.0, 97

SYMPTOMS

Novice: Requires knowledge of the user interface on single-user computers.

You cannot save a blank, new record in a table or form.

CAUSE

Microsoft Access requires some form of data entry in the new record in order to create it.

RESOLUTION

To add a blank record to a table, press SPACE BAR in any field in the table.

To add a blank record to a form, press SPACE BAR in any field whose ControlSource property points to a field in the underlying record source. A SetValue or SendKeys macro action directed at the bound control will also add a blank record to a form.

STATUS

This behavior is by design.

MORE INFORMATION

When you are adding new records, Microsoft Access does not recognize that a new record is being created until a field in the record has been "dirtied," or has received some input from an external source. That external source can be a keyboard entry (other than the TAB or ENTER keys), or it can be the result of a SendKeys or SetValue macro action. Note that default values for fields do not qualify as external input, and have no effect on triggering a new record in a table or form.

Steps to Reproduce Behavior

In Microsoft Access 2.0, 7.0 and 97:

1. Open the sample database Northwind.mdb (or NWIND.MDB in version 2.0).

2. Open the Products table in Design view.

3. Change the ProductName field's AllowZeroLength property from No to Yes.

   NOTE: In version 2.0, there is a space in the Product Name field.

4. Save the table and then switch it to Datasheet view.

5. On the Records menu, click Data Entry. Note that the insertion point is positioned at the first field in a blank record.

6. Press TAB to move through all the fields. Note that the record indicator does not increment, indicating that you are still on the same record and that the record has not been saved.

7. Press TAB to move to the ProductName field, and then press the SPACEBAR.

8. Press TAB to move through the remaining fields until you return to the ProductName field. Note that the record indicator is increased by one.

1. Open the sample database NWIND.MDB.

2. Open the Products table in Datasheet view.

3. On the Records menu, click Data Entry. Note that the insertion point is positioned at the first field in a blank record.

4. Press TAB to move through all the fields twice. Note that the record indicator does not increment, indicating that you are still on the same record and that the record has not been saved.

5. Press TAB to move to the Product Name field, and then press the SPACEBAR.

6. Press TAB to move through the remaining fields until you return to the Product Name field. Note that the record indicator is increased by one.

REFERENCES

For more information about adding records, search the Help Index for "adding records to tables."