Access

Creating FORMS

FIRST COURSE
 Introducing Forms XP

• A friendlier view of the database

• Used for data input, menus, display and printing
• Can perform Calculations and Combine fields
Creating a Simple Form XP

• A form is an object you use to enter, edit, and

view records in a database
• You can design your own forms, use the Form
Wizard, or use the Form tool to create a simple
form with one mouse click

New Perspectives on Microsoft Office 2007: Windows XP Edition 3

 XP
Forms

• Forms are used for entering data,

displaying data or for building a
menu system.
• Basic Forms, Split Forms,
Multiple Item Forms, Subforms
• Form, Layout and Design View
 Forms XP

•
A form is nothing more than a graphical representation of a table. You
can add, update, delete records in your table by using a form. NOTE:
Although a form can be named different from a table, they both still
manipulate the same information and the same exact data. Hence, if
you change a record in a form, it will be changed in the table also.
A form is very good to use when you have numerous fields in a table.
This way you can see all the fields in one screen, whereas if you were in
the table view (datasheet) you would have to keep scrolling to get the
field you desire.
 XP
Database Form

Command
Buttons

Go To
First Record

Go To Next Record
 XP
Graphical User Interface (GUI)

Although it is possible to enter data directly into a

table, you can enhance data quality by forcing data
entry through forms.

Depending upon your users, you may wish to set

things up so they never even see the database
window. In other words, you can design your
application so they only touch the data through
programmed forms.
PA Harris, Vanderbilt University
 XP
GUI – Forms/Report Live

Out of Program
PA Harris, Vanderbilt University
 MS Access - FORMS XP

Use forms and reports together to build a data software

application.

Design to the lowest common denominator

Forms are designed to ease the data entry process. For
example, you can create a data entry form that looks
exactly like a paper form.
People generally prefer to enter data into a well-designed
form, rather than a table.

PA Harris, Vanderbilt University

 XP
Create an Access form

• A form allows you to view your data one record at

a time.
• Forms are useful for maintaining, viewing, and
printing records in a database.
• You can create your own form in the Forms
Design window or you can use the Forms Wizard
to create a form.
• The easiest way to create a form is to use the
AutoForm Wizard.

New Perspectives on 10
Microsoft Office Access 2003 , Second Edition- Tutorial 1
 XP
Use the AutoForm Wizard

• The AutoForm Wizard uses a table (or query) you

select as the basis to create a form that displays all
the fields of the table (or query).
• Once you have created your form, you can view
the records one record at a time.
• The form has a navigation bar just like the
navigation bar you have already used in the Table
or Query Datasheet view.

New Perspectives on 11
Microsoft Office Access 2003 , Second Edition- Tutorial 1
 XP
Access Form View

New Perspectives on 12
Microsoft Office Access 2003 , Second Edition- Tutorial 1
 Create a Form using the Wizard XP

•
It is a very good idea to create a form using the wizard, unless you are an advanced user and
know what you are doing. Microsoft Access does a very good job of creating a form using the
wizard. The following steps are needed to create a basic form:
• Switch to the Database Window. You can do this by pressing F11 on the keyboard.
• Click on the Forms button under Objects on the left side of screen
• Double click on Create Form Using Wizard
• On the next screen select the fields you want to view on your form. Most of the time you would
select all of them.
• Click Next
• Select the layout you wish
• Click Next
• Select the style you desire...HINT: if you plan on printing your form, I suggest you use a light
background to save on printer toner and ink
• Click Next
• Give you form a name, and select Open the Form and enter information
• Select Finish
• You should see your form. To adjust the design of your form, simply hit the design button (same
as with the tables), and adjust your form accordingly
 XP
Form View and Datasheet View
As indicated previously, you have a choice to enter
your data. You can use the Datasheet View, like we have
done so far, or you can use a Form. Both methods work
well.
Creating a Form in Access 2007 is really different than in
previous versions of Access. We’ll now use the new Tabs and
Ribbons to Create a Form for our Personnel Table.

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 First, look at the top of your Access screen
and click the Create Tab (we want to CreateXPa
Form). Look in the Create Ribbon in the forms
Group and you’ll see the Form button. Click
the Form button.

New Perspectives on Microsoft Office 2007: Windows XP Edition 15

 You’ll see your screen
change significantly XP
in many ways. The first
thing you’ll notice is
that
Access 2007 –
knowing you were
entering data from
the Personnel Table –
created a Form
with all of the Fields
in your Table! You’re
all ready to enter data
in this form.
Your Personnel Form
should look something
like the image below.
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 Another new feature of Access 2007 is
XP
the Tab layout for what you’re working with.
Look just above the Form and you will see
two Tabs. Notice the small image on the
left of each Tab. The left Tab is your
Personnel Datasheet and the right Tab is
your Personnel Form. You can click on
whichever Tab you want to enter Data in
your Table.

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 You may enter data in Form View XP
the same as in Datasheet View. To
Save your new Form you can click on
the Small Save Diskette in the Quick
Access Toolbar.on
New Perspectives Since your form
Microsoft Officewill 1
be a part
2007: of your
Windows Person Database, it8
XP Edition
will automatically save as the Tab
Name.
 Or, you can move your cursor
XP
over the Personnel Form Tab and
click the RIGHT mouse button. When
the drop down menu appears, click the
Save selection.

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 The data entry form is now saved as Personnel,XP
just like the Table. Notice, at the bottom of the Form
screen, that there is a status area (see below) that tells
you what record you are on. You can use the arrows to
“move” from one record to another, or select a new
record in which to enter data. Click-on each of the
arrows to see how they work. Some will take you
forward or back to the next or previous record, and some
will take you to the beginning or end of your records.
The arrow with an asterisk will take you to a new
blank record. Enter a few records to see how the Form
View works.

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 When you first “open” your Person Database,
you may choose your favorite method to enter data: XP
The data Form or Datasheet. Look on the left side of
your screen and you will see All Tables. Under All
Tables, you will see your Personnel Table with two
selections below it: Personnel: Table and Personnel.
Notice the image on the left of each selection (like at
the bottom of Page 23). You can switch back and forth
from the Datasheet entry to the Form entry by clicking
on your choice

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 XP

At the lower left corner of the menu

screen, you will see some text that indicates
that you are either using Form or Datasheet
View to enter your data.

When you have opened your Datasheet

View and Form View you can switch back and
forth by clicking on the Tabs.

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 The View buttons on
the upper left indicate XP
what “view” you are
using: Design View,
Form View, or
Datasheet View. You
can move back-and-
forth between views by
clicking-on the down
triangle (see arrows
and images) and then
choose the View you
desire.
Note: When you are finished entering data and preparing to exit Microsoft Access, or
Close the form, if you did not save before exiting, the program will ask if you want to
Save the Form. This is up to you. You may save it with your choice of names and it will
then show-up as a form when the Person Database Main Window appears. Or, you can
indicate No, and re-create the form again with the Wizard.
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