Build a database V: Create forms for a new Access database

Overview: A window into your data

So far in this series of courses, you’ve built tables, relationships, and queries, and your coworkers have started using the database.

Now it’s time to create forms. Forms make it easier and faster to enter and understand your data. They also put an attractive face on your database, and they let other users view only the data you want them to see.

This course explains how to create several types of forms.

Build a database V: Create forms for a new Access database

Course goals• Use the Form tool to create a simple form.

• Use the Split Form tool to create a split form — a form that lets you work with single records and large amounts of data.

• Use the Form Wizard to create a form.

• Use Layout view to change a form.

• Use Design view to change a form.

Build a database V: Create forms for a new Access database

Basic formsYour new asset-tracking database is already saving time and money, but some coworkers don’t like using Datasheet view to enter data — a grid of columns and rows isn’t that easy to use.

Not a problem: Forms to the rescue.

A form is a screen that allows you to enter, change, and view the data in a database. Think of forms as windows into your data that help users understand and work with that data.

Build a database V: Create forms for a new Access database

Basic formsLet’s take a quick look at what goes into a form, using the picture as a guide.

1 Forms are made up of controls, such as text boxes, buttons, document tabs, and drop-down lists, grouped in a way that makes them easy to use and helps you get work done.

Build a database V: Create forms for a new Access database

Basic formsLet’s take a quick look at what goes into a form, using the picture as a guide.

2 The controls in the form are usually bound, or connected, to the tables or queries in your database — but not always.

Build a database V: Create forms for a new Access database

A quick look at form designYou design forms in much the same way that you designed the tables for your asset-tracking database.

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Start by listing the data that you want to enter or view.

Then decide on the controls you need in order to capture and work with your data. For example, if you need to enter or edit data, you use a text box. If you need to give users a list of choices, you use a list control.

Build a database V: Create forms for a new Access database

A quick look at form designYou design forms in much the same way that you designed the tables for your asset-tracking database.

3 If it helps, try sketching your form. If other users are involved, you can have them review your sketch.

Build a database V: Create forms for a new Access database

Create a form with the Form toolThe Form tool automatically creates a form that is bound, or connected, to a single data source, either a table or a query.

You select your data source, click a button, and Access creates the form.

The new form displays all the fields in the data source, but you can remove any fields that you don’t want to see.

Build a database V: Create forms for a new Access database

Create a form with the Form toolThe picture illustrates the process.

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In the Navigation Pane, select the table or query that you want to use as the data source for the form.

Click the Create tab, and in the Forms group, click Form. The new form opens in Layout view, which gives you a chance to change it.

Build a database V: Create forms for a new Access database

Create a form with the Form toolThe picture illustrates the process.

3 Optionally, change your form. For example, you can easily remove a control that you don’t need by right-clicking the control and clicking Delete.

4 After you finish, save your work — and there’s your form.

Build a database V: Create forms for a new Access database

Create a split form with the Split Form toolSplit forms are a new feature that can make it easier to view, enter, and change single records or large amounts of data.

A split form combines a form with a datasheet. If you only need to enter or change a single record, use the form.

If you need to enter or view a lot of data, use the datasheet.

Build a database V: Create forms for a new Access database

Create a split form with the Split Form toolThe picture shows how to create a split form.

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In the Navigation Pane, select the table or query that you want to use as the data source for the split form.

Click the Create tab, and in the Forms group, click Split Form. Access creates the new form and opens it in Layout view, which gives you a chance to change it.

Build a database V: Create forms for a new Access database

Create a split form with the Split Form toolThe picture shows how to create a split form.

3 Optionally, change your form. For example, you can easily resize the controls by clicking and dragging.

Build a database V: Create forms for a new Access database

Create a form with the Form WizardYou use the Form Wizard when you want more control over a form than the other tools provide.

For example, the Form Wizard allows you to group and sort the fields in the form. It also allows you to use fields from more than one table or query.

Build a database V: Create forms for a new Access database

Create a form with the Form WizardHere’s how to use the Form Wizard.

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On the Create tab, in the Forms group, click More Forms, then click Form Wizard.

Use the first screen of the wizard to select the tables, queries, and fields that serve as the data sources for your form. Remember that if you use multiple data sources, they must participate in a relationship.

Build a database V: Create forms for a new Access database

Create a form with the Form WizardHere’s how to use the Form Wizard.

3 On the second screen of the wizard, select a layout, such as tabular or stacked.

4 On the third screen, select a style. You can preview each style by clicking it and seeing the results in the left-hand pane.

Build a database V: Create forms for a new Access database

Create a form with the Form WizardHere’s how to use the Form Wizard.

On the fourth screen, give your form a name and click Finish.

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Build a database V: Create forms for a new Access database

Ways to change formsYour new forms are nice, but they aren’t quite right. You’d like to resize some fields, rearrange some others, and maybe have your forms display the current date and time.

No problem. Access provides two main tools for changing a form — Layout view and Design view.

You use Layout view to change the look and feel of a form. Design view lets you do some tasks that Layout view won’t.

Build a database V: Create forms for a new Access database

Ways to change formsThe picture shows how to work with each view.

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To open a form in Layout view, go to the Navigation Pane, right-click the form, and then click Layout View.

Use the commands on the Format and Arrange tabs. For example, in the AutoFormat group, click a style to apply it to the form.

Build a database V: Create forms for a new Access database

Ways to change formsThe picture shows how to work with each view.

3 Follow the same steps to open a form in Design view.

4 Once you’re there, you can do a number of things you can’t in Layout view, such as adding certain types of controls to the form.