Access Database Forms

Access Forms are User Friendly

In the previous lesson, you created an Access Table and entered a number of records. However, to get the most out of Access it makes sense to create a form for entering and displaying information. By doing so you are making your database more user friendly. It is easier and quicker to enter data onto a form than it is into a table, not least because you have more control over the layout and labelling of your form. It also makes it easier to read information back. In this lesson we will learn how to create a form that uses your newly created table as it's DATA SOURCE.

Creating an Access Form

There are a number of ways to create an Access form. In this lesson we are going to use the ACCESS FORM WIZARD.

  1. Select FORM WIZARD

    Open your database if it is not already open. Click the CREATE tab on the Access ribbon, and then select FORM WIZARD from the FORMS group

    The Form Wizard icon
    The FORM WIZARD icon..

  2. Select database table and fields

    The Form wizard then opens as the dialog window below.

    The Form Wizard Dialog
    The FORM WIZARD dialog.

    On the first page of the form wizard we select which table we are going to use as the DATA SOURCE. Since there is only one table in this database so far (ie frmEmployees), it should already be selected for us in the TABLES/QUERIES combo box.

    Underneath there is a list of the four fields in your table. You could select each field individually by highlighting the field name and clicking the single arrow >. We can, however, select all four just by clicking the double arrow >>. Once they have been transferred into the right-hand box they are selected. We can now click NEXT to go to the next page of the FORM WIZARD.

  3. Select a FORM LAYOUT

    FORM LAYOUT page of the FORM WIZARD
    The FORM LAYOUT page of the FORM WIZARD.

    This is where we choose the FORM LAYOUT. We are going to leave this on the default setting of COLUMNAR. Click NEXT again to move onto the last page of the FORM WIZARD.

  4. Enter a FORM TITLE

    FORM TITLE page of the FORM WIZARD
    The FORM TITLE page of the FORM WIZARD.

    Here we are going to choose the name for our form – let’s call it “frmEmployees”. We shall to leave the radio button selected for OPEN THE FORM TO ENTER OR VIEW INFORMATION.

    All we need to do now is click FINISH and our form should look like this:

    Access Form
    The finished Access Form.

  5. Navigate Records via the Access Form

    As you can see, the form opens with the first record in your original table displayed. You can navigate through each record using the NAVIGATION BUTTONS at the bottom left of the form window.

    Access Form - Navigation Buttons
    NAVIGATION BUTTONS
    on the Access Form.

    To move to the next record click the right arrow button on the navigation control. To move to the last record click the >| button on the navigation control. To move backwards through the recordset use the left arrow buttons. You could edit any record from the form, which will update the data in your table. For now, though, just try navigating through the three records without changing any data.

  6. Create New Record via Access Form

    Now that you know how to move through the recordset, lets finish off by adding two more records. To do this click the star button on the right-hand side of the navigation control (ie >*). This should bring up a blank record. Add "Joe" for FIRSTNAME, "Brown" for SURNAME, and "39" for AGE. Click the star again to bring up a new blank record, and enter SUE MOORE 33. When you have finished click X on the form window to close.

This tutorial lesson has shown you how to create an Access Form using the form wizard, and how to navigate and add records using Access Forms. There are also other ways to Create an Access Form from Scratch or Customize an Access Form, but this is as far as we are going to go in this particular lesson. The next lesson in the tutorial is going to be Access 2007 queries.