Access Lesson 4 Creating and Modifying Forms

1. Access Lesson 4Creating and Modifying Forms Microsoft Office 2010 Introductory

2. Objectives • Create a form using different form tools. • Create a form using the Form Wizard. • Navigate records using a form. • Use a form to find, replace, update, and delete data. • Create and modify a form in Layout view. 2 2

3. Objectives (continued) • Resize and move controls in a form. • Add an unbound control to a form in Design view. • Preview and print a form. 3 3

4. Creating a Form • A form is a database object that displays data from one or more tables or queries in a format similar in appearance to a paper form. • The tables or queries that provide the data for display in a form are the record source. • Most database experts agree that users should make all database updates using a form. 4 4

5. Creating a Form (continued) • Access includes tools that you can use to create different kinds of forms. The different options for creating forms are located in the Forms group on the Create tab. • The Form tool creates a simple form that includes all the fields in the selected table or query, uses a simple format, and includes a title with the same name as the table or query on which it is based. 5 5

6. Creating a Form (continued) • When fields appear in a form, they appear in controls. • When a tool is used to create a form, it opens in Layout view. • The Split Form tool creates a form using all the fields in the selected table or query and splits the window into two panes. • Top pane contains a form and bottom pane contains a datasheet with data. 6 6

7. Creating a Form (continued) • Form created by the Form tool

8. Using a Form to Find and Replace Data • The Find command is available for table or query datasheets, forms, or reports. • The Search option lets you search the entire form and offers two check boxes: • Match Case: Find values with same case • Search Fields As Formatted: Search for formatted values • The Replace tab offers options for finding text and replacing it with different text. 8 8

9. Lets Create A Form • Open the database called Company Database to Make Form. • Go To Create • Select Form • Now you see the information in a different view. Notice the controls at the bottom. • Lets enter a record for yourself • To update the table you must select Refresh All

10. Creating a Form (continued) • When you need to create a simple form quickly, you can use the Form Wizard, which helps you create a form by letting you select options in dialog boxes. 10 10

11. Creating a Form (continued) • The Form Wizard provides four form layouts from which to choose: • Columnar • Tabular • Datasheet • Justified • A form's style, also called a theme, formats the form and its controls using a predefined color, font, and design scheme. 11 11

12. Lets Create….Using Form Wizard • Open the Company Database To Make A Form • Select Create • Next select More Forms and Select Form Wizard • Now lets add the employee ID, First name, Last name to a form for the security guard at the main gate.

13. Navigating a Form • When you create a form using the Form Wizard, the form opens in Form view. • When a form is displayed in Form view, you will see each record in the record source, one at a time, in the form. • Form view includes a record navigation bar at the bottom of the Form view window. 13 13

14. Click the Delete button on the Home tab to delete selected field value. Click the Delete button arrow, and then Delete Record, to delete the record that is currently displayed in the form. You can use the Undo button to restore a deleted field value, but deleting a record is permanent. Using a Form to Delete Data 14 14

15. Previewing and Printing a Form • You can preview and print a form. To preview a form, click the File tab to display Backstage view, click Print on the navigation bar, and then click Print Preview. • To print the form with the current record displayed, you must be in Form view and navigate to the desired record. 15 15

16. Lets Create Using Form Design • Open the Company Database To Make A Form • Select Create • Select Form Design • Now you decide where everything is placed, spaced and utilized.