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In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.
When you want to change from record to record in a form, instead of having to perform Finds and Filters, there is a quicker way. You can add a Combo Box at the top of the form that will allow you to pick the record from a dropdown list and the entire form will update accordingly. Scroll down to your forms and open up the Customers Order Form. This form shows us all the data from our customers including their orders. To find a customer, I need to go to the Filter button or use the Advanced Filter by form or one of my other techniques. To make it easier let's add a dropdown box right here at the top of the window.
Switch to the Design View. I am going to use the button in the bottom right-hand corner to make the change. First, I need a place to put my button. So I'll click on my Print Current Form and drag it over to the far right. I'll put my box right here. Now here's the crucial detail to make this work. You have to click in this little gray box up in the upper left-hand corner of the form between the rulers, so that it has a little black box in it. This relates your next step to the entire dataset in the form instead of allowing the box to remain independent.
Once I have that little black box, go up to my Controls in the ribbon and click on Combo Box. In the header area, click and drag where you want the box to go. A wizard opens, choose the third option Find a record on my form based on the value I selected in my combo box. If you don't have this third option, it means that you didn't properly click in this gray box, cancel this window and go try it again. Now that I have my third box selected, I'll click Next.
Now we choose my fields will have the source of the data we want to see in the dropdown. In our case we want Company, so I'll click on it and click the right arrow to move it over to the right -hand side. Click Next. In this window, double-check to make sure that none of your data is cut off. If it is, you can either click and drag on the right-hand column or double-click to best fit it. If you'd like to see the CompanyID as well, turn off this check mark that hides it. I'll go ahead and show the ID number too, because I can imagine times when I want to make my selection using the ID in addition to the company name.
I'll double-click on the edge to resize and make it smaller, then I'll click Next. Now I'll enter the label name. I'll call this Choose a Company, including my colon. Click Finish. Use your arrows to move the boxes around if needed. If I'd like to move this label over, I'll click in the upper left-hand corner and I can drag it to the left-hand side. Now I'll go back to my Form view. I am going to use the little button in the bottom right-hand corner and let's test it out. I'll drop it down and choose Delish Food, there is Delish.
Drop it down again, and choose Katz's Deli. There is Katz's Deli. So now you have a dropdown box at the top of your form that you can use to pick the company that you want to see.
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