Access 2007 Forms

Access FORMS are user friendly

In the previous lesson, you created an Access Table and entered three records. However, to get the most out of Accest it makes sense to create a data entry FORM. 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. In this lesson we will learn how to create a FORM that uses your newly created table as the DATA SOURCE.

Create 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 MORE FORMS from the forms group.

Forms group of the Create Tab

A drop down list of form types appears. You need to select FORM WIZARD from this list.

2. Select table and fields

The Form wizard then opens as the pop up window below.

Form Wizard

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, 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 transfered into the right hand box they are selected. We can now click NEXT to go to page 2 of the form wizard.

3. Form Layout

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 page three of the form wizard.

4. Form Style

Form Wizard

Here we select a style that from the list box. Preview a style by clicking on its name. This step just determines how the form looks aesthetically. Once you have selected a style to your taste, click NEXT again.

5. Form Title

Form Wizard

This is the last stage of the wizard. Here we are going to choose the name for our form - lets say FORM1. We are going 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 like something like this:

Access Form

6. Navigate Records via 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 BUTTON at the bottom left of the form window.

Navigation Buttons

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.

7. 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 of the navigation control. 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.