Microsoft Access Tutorial - Prof. Holowczak

Zicklin School of Business - Baruch College
City University of New York

Microsoft Access Tutorial - Section 7

7 Creating and Running a Data Entry Form

Data entry forms are the primary means of entering data into tables in the database. In a previous section, we described how to add data to a table using a spreadsheet-like view of the data. Data entry forms offer a more user-friendly interface by adding labels for each field and other helpful information.

Access provides several different ways of creating data entry forms. These include creating the forms by hand using a Design View as well as a number of wizards that walk the user through the forms creation process. In this section, we cover the basic steps for using a wizard to create a data entry form.

7.1 Creating a Single Table Form using the Wizard

In this example, we will create a simple data entry form for the Customer table. To begin the process, click on the Forms tab on the Access main screen. As with the other components in Access, there are buttons for creating a New form, Open an existing form and Design an existing form. For this example, click on the New button to create a new form.

A New Form dialog box will appear with several options for creating a new form. For this tutorial, choose the Form wizard. At the bottom of the dialog box, there is a prompt to supply the name of the table or query to be used for the new form. In this case, select the Customer table as in the following figure and then click on the OK button.

In the next step of the Form wizard, we need to specify the fields from the Customer table that will appear on the form. In this case, we want all of the fields to appear. Move each of the fields from the Available Fields side over to the Selected Fields side as in the following figure. Then click on the Next button.

Forms can have several different layouts or arrangement of the labels and fields on the screen.

Columnar - Places the labels to the left of each field. This is similar to a paper form. This layout is suitable for viewing data one record at a time.
Tabular - Places the field labels at the top of the screen and the records are displayed below. This is similar to how a spreadsheet would display the data and is suitable for displaying multiple records of data at a time.
Datasheet - The data appears in the same fashion as when viewing or adding data to a table.
Justified - Places the labels above each field with the fields spread out on the form. This is suitable for viewing a single record at a time as with the columnar layout.

For this example, choose the columnar layout as shown in the figure below and click on the Next button.

Access has several sample display styles that determine how the form will appear, including elements such as fonts, colors and the background used in the form. For this example, select the Standard style as shown below and click on the Next button.

As a final step, give this new form the name: CustomerDataEntry and then click on the Finish button as shown below:

The new form will be created by the wizard and then opened. It should appear as in the figure below:

Use the tab key to navigate between fields in the form. To move to the next or previous record, use the record navigation bar at the bottom of the form:

The buttons on the navigation bar perform the following functions:

To close the form and return to the Access main screen, pull down the File menu and choose Close.

To open the form at any time, highlight the form name under the Forms tab on the Access main screen and click on the Open button.

7.2 Exercise: Creating a Single Table Form

For this exercise, we will create a data entry form for the Accounts table created in a previous exercise.

Click on the Forms tab on the Access main screen and then click on the New button to create a new form.
Select the Form wizard and select the Accounts table. Then click the OK button.
Select all of the available fields and click on the Next button.
Choose a Tabular layout and click on the Next button.
Choose the Standard style and click on the Next button.
Name the form: AccountsDataEntry
Then click on the Finish button to create, save and view the new form.

The new form is shown in the figure below:

Close the form and return to the Access main screen, by pulling down the File menu and choosing Close.

7.3 Review of Creating and Running a Data Entry Form

The basic steps for creating a simple data entry form are:

Choose a table and a form wizard
Specify the fields (columns) that will appear in the form
Specify the layout for the form
Specify the style (fonts/colors, etc.) for the form
Save, create and run the new form

In this section we covered the basic steps required to create and run a data entry form. Access provides wizards which are adept at building simple forms with a minimal amount of work. More advanced work on forms would concentrate on using the Design View to change a form's appearance and to add or remove fields and labels once a form is created.

On to the Next Section