How to link records in Airtable

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As one of the most powerful planning and productivity apps on the market, Airtable comes with a wide variety of brilliant features. But one of the best things about Airtable is the linking capabilities.

In this article, you’ll learn how Airtable’s linking capabilities help them beat the competition. You will also learn about linked records and learn how to link them.

Records

First, a disclaimer. There is an essential element of Airtable referred to as “registration.” This can be confusing for first-time users and beginners. Fortunately, registrations are not complicated. In fact, you probably already know what a disk is. A record represents a field in the first column of each Airtable table. All other fields are called “cell”.

What are linked records?

A “linked record” is another name for a linked relationship between two objects, people, or ideas in Airtable.

This is where Airtable differs from traditional spreadsheets. The ability to link items in Airtable is what makes the platform so seamless and easy to learn to use. In fact, if you’re not using the linked records feature in Airtable, you might be missing out on a lot using a regular spreadsheet app.

Here is an example that could explain the benefits. If you have a linked record field called “Creators” within a table called “Projects”, this not only explains that the project was created by a particular creator. It also means that the creator made a linked project.

Linked records are reciprocal. Create a linked record in a table and a new linked field will appear in the linked table.

It’s so much fun to have linked records in this brilliant app. Not only that, but you can also use the link function to do a variety of interesting and useful things. As explained above, linked records are what sets Airtable apart from the competition.

Ideally you would want to link a new linked table to a field that already exists to set up linked records. However, you can also link two existing tables.

How to link 2 records in Airtable from a PC

Using Airtable on a PC is definitely the best way to get the most out of the program. Here are two methods to create linked records in Airtable on PC.

Method 1

This method is the recommended one. It will help you avoid unnecessary complications.

1. Go to the database where you want to link the tables.
   
2. Navigate to the top of the header of the field you want to link, then click the downward-pointing arrow to the right of the header, and then select Customize Field Type.
   
3. Select the Link to another record option.
   
4. Select Create a new table and then click Save.
   
5. A field will show where the new table name can be created.
   
6. A new table will appear, with the name of the field you just customized in the previous one.
   

The newly created table will have two fields: a parent field, which contains the names of the linked records you create, and a linked record field, which links to the field from which you created the new linked table. The field and the table will work reciprocally.

Method 2

The second method is based on linking two existing tables. It is used when you cannot avoid linking two tables that already exist.

1. Start by creating a new table. Click the plus sign next to the last header tab you have in the database and select Create an empty table. The goal is to create a table that has a parent field that matches the non-parent field values ​​of another table.
   
2. Go back to the original table you want to link and then click Customize Field Type.
   
3. Choose Link to another record.
   
4. Select the original table and then click Save.
   
5. Confirm.
   

How to link 2 records on Airtable from an iPhone or Android

Don’t worry, we know that the log linking setup seems quite complicated on PC. However, you’ll be happy to know that the Airtable developers have gone to great lengths to make the mobile experience as seamless as possible. So whether you’re using an Airtable app for iOS or Android, you’ll be able to do exactly the same thing as above.

Some entries will have slightly different titles (for example, it’s called a Custom field type in the desktop browser, but a Custom field type in iOS). But things work the same on Airtable apps for mobile or tablet as they do on PC.

Things to consider with Airtable

While linked records really make Airtable special, they’re not the only thing that sets the platform apart from its peers. Here are some interesting facts and thoughts about Airtable.

The bases are separated

There is no way to link multiple bases in Airtable. Each base is separate and unique. Think of the foundations as different projects. They can operate under the umbrella of sharing different bases with the same people. In other words, instead of having a single big superbase, Airtable keeps it simple.

Now this may seem like a bad idea, but having separate bases is actually a great thing. For example, you may want to share a database with your clients. And you might want to keep the other one strictly related to hiring. Airtable gives you a non-negotiable option to do this and it actually works in the user’s favor. There is no need to complicate things further unnecessarily.

Of course, if you simply give access to the bases to the people who need it, you basically have an “umbrella” of collective bases.

Use templates

You may have been taught that templates are for less experienced spreadsheet users. And for a time, templates were best used by beginners, but only in various applications. This is because the more experience you have with a tool, the more freedom you will have to create your own templates.

However, Airtable templates are simply brilliant and easy to use. There are templates for content calendars, marketing campaign tracking, project tracking, product launches, and various research templates. These templates can not only help you get things done faster, but they can also make you more productive. Plus, they help you become a true Airtable power user.

Import spreadsheets

Imagine wanting to switch to Airtable and not being able to import spreadsheets. For many, this would act as an instant deal breaker. Fortunately, Airtable allows you to import spreadsheets from Excel or Google Sheets. You can also import the spreadsheets from other platforms, but you will usually have to convert them to Excel files and then import them into Airtable.

The import feature in Airtable works great. It won’t mess up your spreadsheets and will do all the sorting and numbering perfectly. From there, you can move on to customizing your old spreadsheet using the wide variety of features available in Airtable.

Create applications

A couple of years ago, Airtable launched a new feature called Blocks. This feature allows users to create custom applications without any coding experience. Using the data you’ve already used in your tables, you can, for example, block people from sending text messages in certain situations. You can also have a block that creates a countdown clock, which is perfect for those tight deadlines.

Of course, the versatility of the Blocks feature is still nowhere near the level of building an app as an encoder. Still, the feature offers great table customization. It’s definitely not something many competitors can offer.

Additional FAQs

1. How do you create a hyperlink in Airtable?

It’s easy to do and not that different from hyperlinks in Google Docs, for example. Simply highlight a piece of rich text and select Link (located in the floating UI). Then paste the link and confirm.

2. Can Airtable do calculations?

Everyone who has ever worked in MS Excel and Google Sheets knows how vital formulas are to tables because tables are not there just to write down information. As a table app, Airtable can perform calculations. Simply place a formula in any cell. Then have it reference another cell on the sheet. However, the formulas will apply to the entire field since Airtable is a type of relational database.

3. Can Airtable work offline?

Unfortunately, Airtable currently does not have offline capabilities. This means that you will not be able to access the Airtable website if you are offline. However, there are export options that allow you to download the data and access it offline. When exported, Airtable content is saved as a CSV file. Please note that the exported version will not include the application content, base/field description, or comments.

Airtable, record linking and other interesting things about it

Although linking records may seem a little intimidating at first, once you figure it out, you will not only be able to link records seamlessly, but you will also get to know the entire application in greater depth. Try the other features and don’t be afraid to experiment with the app. It’s fun, convenient and easy to use.

Have you managed to link records in Airtable successfully? What method did you choose? What is your favorite Airtable feature? Feel free to hit the comments below and let us know.