Airtable fundamentals: bases, tables, fields, records, and views
Airtable is built on five concepts. Once you understand how they fit together, everything else clicks. This guide covers each one in plain terms with practical examples.
The five building blocks are:
- Bases - your top-level workspace for a project or function
- Tables - categories of data within a base
- Fields - the columns that define what each record stores
- Records - the individual rows of data
- Views - different ways to look at the same data
They nest inside each other. A base holds tables. Tables hold fields and records. Views are lenses on top of records.
Part 1: Bases
What is a base?
A base is your database. It's the container for everything related to a project or function. One base might hold your entire CRM. Another holds your content calendar. Another tracks event logistics.
A base can contain:
- Multiple tables
- Records and fields across those tables
- Views for each table
- Automations that run across the base
- Interfaces and dashboards
How to organize bases
The general rule: if data needs to connect, keep it in one base. If data is unrelated, separate bases make access control and performance easier.
Common base structures:
- Marketing base: Content calendar, campaigns, assets
- Sales base: Leads, deals, contacts, companies
- HR base: Employees, applicants, performance reviews
- Operations base: Vendors, projects, invoices
Creating a base
- Click the + button in your workspace
- Choose "Start from scratch" or pick a template
- Name the base and start adding tables
Templates give you a working structure for common use cases: project management, CRM, content calendars, inventory, event planning.
Base limits by plan
| Plan | Records per base | Storage | History |
|---|---|---|---|
| Free | 1,000 | 1 GB | 2 weeks |
| Team | 50,000 | 20 GB | 1 year |
| Business | 125,000 | 100 GB | 1 year |
| Enterprise | Custom | Custom | Custom |
Record limits apply to the entire base, not per table. If your Free plan base has 1,000 total records spread across three tables, you've hit the limit.
When to create a new base vs. keeping data together
Create a new base when:
- Data has no relationship to your existing base
- You need separate access permissions
- You're hitting record or performance limits
- A project is entirely self-contained
Keep data in the same base when:
- Tables need to link to each other
- Automations span multiple tables
- You want unified dashboards
- It's all part of the same workflow
Base maintenance tips
If your base feels slow, try these:
- Archive old records to a separate "archive" base
- Simplify formulas that reference many linked records
- Reduce the number of fields visible in your views
- Disable automations that are no longer in use
Part 2: Tables
What is a table?
A table stores one type of thing. All records in the table share the same structure, but each record holds data about a different instance of that thing.
A "Clients" table holds one record per client. A "Tasks" table holds one record per task. A "Products" table holds one record per product.
Tables are the building blocks of a base. You can link them together to create relationships.
Table structure
Every table has:
- Records: the individual rows
- Fields: the columns defining what each record contains
- Views: different ways to display the records
Creating tables
From scratch:
- Click + Add or import inside your base
- Select Create a new table
- Name it and start adding fields
From a CSV or Excel file:
- Click + Add or import
- Select Import a spreadsheet
- Upload your file. Airtable creates a table from the data.
By duplicating:
- Click the dropdown arrow next to any table name
- Select Duplicate table
Connecting tables
Tables in the same base can link to each other. This is where Airtable gets powerful.
Linked records create a relationship between two tables:
- Tasks link to Projects
- Orders link to Customers
- Team Members link to Departments
Lookups pull specific field values from linked records:
- Show the project name on each task
- Show the customer email on each order
Rollups aggregate data from linked records:
- Count how many tasks belong to each project
- Sum order totals per customer
Common table patterns
Master-detail: A Projects table (master) with a Tasks table (detail). Each task links to one project. The project can roll up task counts or completion percentages.
Many-to-many: A Students table and a Courses table, connected by an Enrollments table. One student takes many courses. One course has many students. The junction table holds the connections.
Hierarchical: A Departments table with an Employees table. Employees link to their department. Rollup fields aggregate headcount or salary totals at the department level.
Table limits
- Records per base: Set by your plan (see the Base section)
- Fields per table: Up to 500 on any plan
- Tables per base: Unlimited on all plans
Quick reference
| Action | Steps |
|---|---|
| Create table | + Add or import → Create a new table |
| Delete table | Dropdown → Delete table → Confirm |
| Rename table | Dropdown → Rename table |
| Duplicate table | Dropdown → Duplicate table |
| Hide table | Dropdown → Hide table |
Part 3: Fields
What is a field?
A field is a column in your table. It defines what type of data each record stores in that column. All records in a table share the same fields, but each record has its own values.
A "Tasks" table might have fields for Name, Status, Due Date, and Assigned To. Every task record has those four fields, but the values differ per task.
Field types
Airtable has many field types. Here are the most commonly used ones:
Text Free-form text. Use single-line text for short values like names or IDs. Use long text for notes, descriptions, or anything multi-line.
Number Numeric values. You can format numbers as currency, percentages, or duration. Use this for quantities, prices, scores, or anything you want to calculate.
Date Dates with optional time. Use this for due dates, event dates, created dates, or any time-sensitive data.
Single select One option chosen from a predefined list. Good for status, category, priority. The list is yours to define.
Multiple select Multiple options from a list. Good for tags, skills, or any attribute where a record can belong to more than one category.
Checkbox True or false. Use for completed, active, featured, approved, or any simple yes/no value.
Link to another record Creates a relationship between two tables. A task can link to its parent project. An order can link to a customer.
Lookup Shows a field value from a linked record. If a task links to a project, a lookup field can display the project name without you typing it in.
Rollup Aggregates values from linked records using a function (COUNT, SUM, AVERAGE, etc.). If a project links to many tasks, a rollup can count those tasks automatically.
Formula Calculates a value based on other fields. Combine text, do arithmetic, or write conditional logic. Formula fields update automatically when source fields change.
Attachment Stores files: images, PDFs, documents. Multiple files per record.
Collaborator Assigns a record to a team member. Good for task ownership, review assignees, or record ownership.
Field type reference
| Field | Best for | Example |
|---|---|---|
| Text | Names, notes | "Write homepage copy" |
| Number | Quantities, prices | 1,500 |
| Date | Deadlines, events | 2026-03-15 |
| Single select | Status, category | "In Progress" |
| Multiple select | Tags, skills | "Design", "Copy" |
| Checkbox | Yes/No | Approved: true |
| Link | Table relationships | Task → Project |
| Lookup | Show linked data | Project name on task |
| Rollup | Aggregated data | Count of tasks |
| Formula | Calculated values | Full name, totals |
| Attachment | Files | design-v2.png |
| Collaborator | Assignments | Sarah Kim |
Creating and configuring fields
To add a new field:
- Click the + button at the right end of your field headers
- Select the field type
- Name the field
- Configure any options (choices for select fields, format for numbers, etc.)
- Click Create field
Tips for configuration:
- For single/multiple select fields, define all your options before you start entering data
- For number fields, set the format upfront (you can't easily change currency to percentage later)
- For link fields, choose whether to allow one linked record or multiple per record
Field best practices
Use the right type for the job. A Status field should be a single select, not text. Forcing text into the wrong type breaks sorting, filtering, and rollups.
Name fields clearly. "Project Name" beats "Name" when your table has ten text fields. "Due Date" beats "Date 2". Names that are obvious to a new collaborator save everyone time.
Don't duplicate data manually. If a task already links to a project, use a lookup to pull the project name into the task table. Retyping it creates two sources of truth that will eventually disagree.
Use formulas for computed values. Days until due date, full name from first and last, total with tax applied. If a calculation is consistent, put it in a formula field.
Part 4: Records
What is a record?
A record is a single row in your table. It represents one instance of whatever your table tracks.
In a Tasks table, each record is one task. In a Clients table, each record is one client. In an Inventory table, each record is one product.
Every record in a table shares the same fields, but holds its own values in each field.
The primary field
Every table has a primary field. It's the first field, and it acts as the record's identifier. When you link records between tables, the primary field value is what shows up in the linked field.
The primary field can be text, a number, or a formula. Choose a value that clearly identifies the record.
Creating records
Manual entry: Click the + button at the bottom of any table view, or press Ctrl/Cmd + N.
CSV import: Use Add or Import to bring in records from a spreadsheet.
Form submission: Share a form (Airtable's native form or a tool like Filla). Each submission creates a new record.
Automation: Set up an automation to create records on a schedule, from a trigger in another table, or from an external webhook.
Editing records
Single field: Click any cell and type or select a value. Press Enter or Tab to move on.
Full record: Click the expand icon (or press space with the row selected) to open the record detail panel. Edit multiple fields at once.
Bulk edit: Select multiple records with Ctrl/Cmd + Click, then right-click and choose Edit fields to apply a change to all selected records at once.
Record relationships
Records become more powerful when they link to other records.
Linking: In a linked record field, click to search and select records from the target table. One task can link to one project. One order can link to many products.
Lookups: Once records are linked, lookup fields pull in values from the linked record automatically. Change the project name in the Projects table and it updates everywhere.
Rollups: From the other side of the link, rollup fields aggregate the linked records. A project can count its tasks, sum their estimated hours, or check if all of them are complete.
Record comments
Open any record's detail panel and click the Comments tab. You can leave notes, ask questions, and @mention teammates. They get notified. This keeps conversation attached to the data it's about, rather than buried in Slack or email.
Record limits
Record limits are per-base, not per-table. See the Base section for limits by plan.
Record best practices
One thing per record. If you're putting multiple tasks into one record by separating them with commas, you need more records, not more text.
Use consistent values. If "In Progress" and "in progress" both appear as status values, grouping and filtering break. Select fields prevent this. For text fields, agree on a convention.
Link instead of copy. If a task belongs to a project, link the task to the project record. Don't type the project name into a text field on the task. Links stay accurate. Manual copies drift.
Quick reference
| Action | Method |
|---|---|
| Create record | + button or Ctrl/Cmd + N |
| Edit record | Click cell or open record panel |
| Delete record | Right-click → Delete record |
| Duplicate record | Right-click → Duplicate record |
| Bulk edit | Select records → Right-click → Edit fields |
| Link records | Click link field → Select records |
Part 5: Views
What is a view?
A view is a way of displaying your table data. It does not change the data itself. It changes what you see and how it's organized.
One table can have unlimited views. Each view has its own:
- Display format (grid, kanban, calendar, etc.)
- Filters
- Sort order
- Grouping
- Field visibility
- Row height
Think of views as saved window configurations. You set them up once and switch between them as needed.
View types
Grid view Spreadsheet rows and columns. The default. Best for data entry and seeing everything at once.
Kanban view Cards in columns, grouped by a select field (usually Status). Drag cards to move them between stages. Best for task management and workflow tracking.
Calendar view Records plotted on a calendar by a date field. Best for events, deadlines, and scheduling.
Gallery view Visual cards, each showing an attachment and key fields. Best for products, portfolios, or anything where images matter.
Timeline view Gantt-style bars showing records across a date range. Best for project planning and scheduling. Available on paid plans.
List view Simple, compact vertical list. Minimal interface, good for mobile.
Form view A shareable form that creates records on submission. Airtable's built-in form option. For more capable forms (conditional logic, linked record dropdowns, update existing records), see Filla.
Creating views
- Click + Create new... in the views sidebar
- Select the view type
- Name the view
- Choose the collaboration type (Collaborative, Personal, or Locked)
- Configure filters, sorting, and grouping
Collaboration types:
- Collaborative: All collaborators can see and edit the view configuration
- Personal: Only you can see and edit this view (paid plans only)
- Locked: View configuration is frozen. Only Creators and Owners can unlock it (paid plans only)
Configuring views
Show or hide fields: Click the field picker (eye icon) to check or uncheck which fields appear in the view. This doesn't delete fields. It just hides them from this view.
Filter records: Click the filter icon to add conditions. "Status is In Progress." "Due Date is in the next 7 days." "Assignee is me." Stack multiple conditions with AND or OR logic.
Sort records: Click the sort icon to order records by a field, ascending or descending. Add multiple sorts for secondary ordering.
Group records: Click the group icon to organize records into collapsible sections by field value. Grouping by Status shows you all your "In Progress" tasks together, then "Not Started", then "Complete".
Color records: Assign colors based on conditions. Overdue tasks turn red. Completed tasks turn green. At a glance, you see status before you read a word.
Common view setups
For task management:
- All Tasks: Grid view, no filters, all fields
- My Tasks: Filtered to Assignee = me
- Kanban: Grouped by Status
- This Week: Filtered to Due Date within 7 days
For project tracking:
- Active Projects: Filtered to Status is not Complete
- Timeline: Timeline view by start/end date
- By Team: Grouped by Team field
For event planning:
- Calendar: Calendar view by Event Date
- Upcoming: Filtered to Date is in future
- By Venue: Grouped by Venue field
Managing views
- Rename: Click ... next to the view name → Rename
- Duplicate: Click ... → Duplicate view (copies all configuration)
- Delete: Click ... → Delete view (you can't delete the last view in a table)
- Export CSV: Dropdown next to view name → Download CSV (exports only visible records and fields)
View sections
On paid plans, you can create sections in the views sidebar to group related views:
- "Active Work" section: My Tasks, This Week, Kanban
- "Reporting" section: By Status, Summary, Archive
Sections help when a table has many views and the sidebar gets long.
View best practices
Name views for what they show, not what they are. "Tasks Due This Week" is clear. "View 3" means nothing a week later.
Lock views that feed automations or dashboards. If an automation triggers from a view, or if a dashboard is built on a view's data, lock the view so no one accidentally changes the filters.
Create a personal view before experimenting. If you want to try a new filter setup or sort order, make a personal view first. That way you're not disrupting a view your whole team uses.
Don't create tables to separate data you could filter. If you have active and archived projects, one table with a Status field and two views (one filtered, one not) is simpler than two separate tables.
Quick reference
| Action | Steps |
|---|---|
| Create view | + Create new... → Select type |
| Filter | Filter icon → Add conditions |
| Sort | Sort icon → Select field |
| Group | Group icon → Select field |
| Hide fields | Field picker → Uncheck |
| Duplicate view | ... icon → Duplicate view |
| Export CSV | Dropdown → Download CSV |
How the five concepts work together
Here's a concrete example with a small marketing team.
They have one base called "Marketing Operations."
Inside it, three tables:
- Campaigns
- Tasks
- Assets
The Campaigns table has fields for: Name, Status (single select), Start Date, End Date, Budget (number), Owner (collaborator), and Tasks (linked record to the Tasks table).
The Tasks table has fields for: Name, Status, Due Date, Assignee, Campaign (linked record back to Campaigns), and a rollup showing the Campaign Owner.
Each individual campaign is a record in the Campaigns table. "Q2 Product Launch" is one record. "June Newsletter" is another.
The team uses several views on the Tasks table:
- A grid view showing all tasks, for full visibility
- A kanban view grouped by Status, for the team's daily standup
- A personal view filtered to "Assignee = me" so each person sees only their own tasks
Change one task's status in any view and it updates everywhere. That's the consistency that makes Airtable more useful than a spreadsheet.
Collect data into your base with Filla
Your base is structured. Now you need data in it.
Filla builds forms that write directly into your Airtable base. Every field type works natively: text, numbers, dates, single select, multiple select, linked records, attachments. No Zapier. No field mapping.
What you can do with Filla that you can't with Airtable's native forms:
- Let users select from linked records with search and filtering
- Show formula and lookup field values in forms
- Update existing records, not just create new ones
- Add conditional logic to show or hide fields based on responses
- Use your own branding: colors, logo, custom domain
- Create multi-step forms that break long forms into pages
Start free with 5 forms and unlimited submissions.
Start collecting data into Airtable
FAQ
What's the difference between a table and a view?
A table is a dataset. It holds records and defines their structure through fields. A view is a way of looking at that dataset. Views apply filters, sorting, and display formats on top of the same underlying records. Deleting a view doesn't delete any data.
How many tables can I have in one base?
Unlimited. There's no cap on tables per base on any Airtable plan. The practical limit is performance: very large bases with many tables can slow down. See the performance tips in the Base section.
Can I move a table from one base to another?
Not directly with a single click. You can export the table as CSV and import it into a different base. See Move a table to a different base for a step-by-step walkthrough.
What happens to linked records if I delete a field?
Deleting a linked record field removes the connections between tables but does not delete the records in either table. The records remain. Only the relationships between them are removed. This action cannot be undone, so take a snapshot before deleting linked fields.