Join Alicia Katz Pollock for an in-depth discussion in this video Creating data-entry forms, part of Access 2010 Essential Training.
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Now that we've looked at Access tables extensively, it's time to move onto the next type of object, Forms. Forms show you all the data in your tables, and they have two advantages. First, they allow you look at just one record at a time instead of everything all at once, and second to make it easy to enter data into your table. The first type of Form we are going to create is a Data Entry form for our SalesReps. Click once on the SalesRep table, then click on the Create tab. Here aren't the different form options, and we're going to click on the Form button.
Instantly, we have a data entry form. Access automatically made a subtable of the SalesReps customers, since we have a relationship between the SalesReps table and the Customers table. As I navigate from one SalesRep to another, the customers update down below. Click on this datasheet button right here so we can use the table. Click on this button to go back to the first record, and any changes I make to the data here in the form will be change in the table as well.
Let me add an O to Phoenix city, and any changes I make to the data will be change in the table as well. I can create a NewSales rep by clicking on this button right down here. Let me go back again to the first record, and I can add a customer to a SalesRep anytime by simply clicking in the blank line at the bottom of the sub-form. Now close the form and Access will ask if I want to save it. Say Yes and change the name to Sales Reps and Customers Form. Then click OK.
Now, another type of form is called a Split Form. Click once on the Products table. Click on the Create button and come down to this More Forms button and choose Split Form. Now we have an instant form that has both a single view data entry area above and a list of all the records in the table below. When I click on any of these records at the bottom, that record appears in the form above. Now let's save this form as a Products Split Form and click OK.
Open up the Products table, and you can see the difference. Using a form to view and edit your data is much more attractive and efficient than doing the work in the table.
- Understanding database concepts and terminology
- Building tables with Application Parts
- Defining field properties
- Creating relationships between fields and tables
- Sorting and filtering
- Creating forms with the Form Wizard
- Analyzing data with the Query Designer
- Automating with macros
- Formatting reports with Layout Tools