Bucharest Academy of Economic Studies Faculty of Accounting and Management Information Systems

Access 2007 create forms

Prof. univ. dr. Pavel NASTASE

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.

Create forms

Basic forms
Your new assettracking database is already saving time and money, but some coworkers dont like using Datasheet view to enter data a grid of columns and rows isnt 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.

Create forms

Basic forms
Lets take a quick look at what goes into a form, using the picture as a guide.

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.

Create forms

Basic forms
Lets take a quick look at what goes into a form, using the picture as a guide.

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

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A quick look at form design

You design forms in much the same way that you designed the tables for your assettracking 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.

Create forms

A quick look at form design

You design forms in much the same way that you designed the tables for your assettracking database.

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

Create forms

Create a form with the Form tool

The 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 dont want to see.

Create forms

Create a form with the Form tool

The picture illustrates the process.

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.

Create forms

Create a form with the Form tool

The picture illustrates the process.

Optionally, change your form. For example, you can easily remove a control that you dont need by rightclicking the control and clicking Delete.

After you finish, save your work and theres your form.

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Create a split form with the Split Form tool

Split 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.

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Create a split form with the Split Form tool

The picture shows how to create a split form.

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.

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Create a split form with the Split Form tool

The picture shows how to create a split form.

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

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Create a form with the Form Wizard

You 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.

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Create a form with the Form Wizard

Heres how to use the Form Wizard.

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.
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Create forms

Create a form with the Form Wizard

Heres how to use the Form Wizard.

On the second screen of the wizard, select a layout, such as tabular or stacked. On the third screen, select a style. You can preview each style by clicking it and seeing the results in the left-hand pane.

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Create a form with the Form Wizard

Heres how to use the Form Wizard.

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

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Ways to change forms

Your new forms are nice, but they arent quite right. Youd 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 wont.

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Ways to change forms

The picture shows how to work with each view.

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.

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Ways to change forms

The picture shows how to work with each view.

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Follow the same steps to open a form in Design view. Once youre there, you can do a number of things you cant in Layout view, such as adding certain types of controls to the form.

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Suggestions for practice

1. Create a form by using the Form tool.
2. Use Layout view to change a form. 3. Change the text in, and the style of, a form. 4. Create a split form. 5. Create a form by using the Form Wizard. 6. Add a control to a form in Design view.

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Test question 1
A split form offers the best way to do what? (Pick one answer.)

1. View data from different sources.

2. Change the form without altering data in the underlying table. 3. Enter or view individual records and large amounts of data.

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Test question 2
When you design a form, your goal is to do what? (Pick one answer.)

1. Make the form logical and complete, meaning it captures all the data you need. 2. Provide room for graphics, because they make your database seem friendly. 3. Help users understand your data with just a glance.

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Test question 3
What does binding a control do? (Pick one answer.)

1. Locks it so users cant enter text. 2. Connects it to an underlying table or query so users can enter or change data. 3. Keeps it from moving when you resize the form.

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