Access 2007
Form Basics
Sheila Dixon & Diane Skinner – September 2010
Creating a Simple Form
Form Views
Creating a form in this way produces a form with a
columnar layout in a basic style and will include ALL of
the fields in the selected table.
When a form is first created, it is in Layout view but it
can be viewed in two other ways, depending on the
action to be performed.
1.
Form View
Allows you to add, edit and delete
data and records
Layout View
Allows you to make some changes but
also allows you to view the data at the
same time
Design View
Hides the data and allows you to
make changes to the structure and
layout of the form.
Open the table that your form will be based on.
2. Click on the Form button on the Create
ribbon.
3. Click on the Save button on the Quick
Access toolbar and enter a name for the form.
Note that the form will initially be displayed in
Layout view and that you can only enter or edit data in
Form view. See right for more information about
views.
Changing Views
Creating a Form using a Wizard
1.
Creating a form in this way allows you to select specific
fields and provides a choice of layout and style.
1.
Click on the More Forms button on the Create
ribbon and select Form Wizard.
Open a saved form by double
clicking on its name. It will be
displayed in Form view.
2. Click on the lower part of the View
button on the Home ribbon and then
click on the view required.
2. Choose the table or query to base your form on
from the dropdown list.
OR
2. Click on the required view button
in the bottom right corner of
Form Layout Design
the window.
3. Add the fields to be included in the form to the
selected field’s list, by highlighting the field in the
Available Field list before clicking on the single
headed arrow.
view
view
view
Using a Form to Enter or Change Data
You must be in Form view to enter or change data.
1.
Adds the highlighted
field
Adds all fields
Use the navigation buttons (see over) to display a
blank record or to locate the record which contains
the data to be changed.
2. Enter new data or edit the existing data as
necessary.
Removes the
highlighted field
3. Use the Tab key to move from one field to the next.
Removes all fields
4. When you reach the last field of a records, press
the Tab key to save the data you have just entered
or changed and move to the next record.
4. Click on Next.
5.
Choose the Layout of the Form and click on Next.
Tip: Pressing the Esc key, before you move to the
next record will undo any changes made to that
record only.
6. Highlight the required Style for the Form. Choose
Next.
7.
The final step is to name the form. Type the title
and click on Finish.
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Moving Through Records
Changing the Size of a Control
Use the navigation buttons at the bottom of the
window to move from one record to another or to
display a new blank record.
1.
2. Position the mouse pointer over border until it
changes to a double-headed arrow.
First Last
This Next
Last New
Record Record Record Record Record Record
3. Drag until the control is the required size.
Finding a Record
Moving a Control
To locate a specific record:
1.
Select the control to be changed.
1.
Place cursor in the field that you wish to search.
Select the control(s) to be moved.
2. Position the mouse pointer in the middle of the
control until it becomes a 4 headed arrow.
3. Click and drag to new location.
2. Click on the Find button on the Home ribbon.
3. Enter the words to be found in the Find What
box
Removing the Pre-set Table Layout
When a form is created by Access, a table is applied to
produce a consistent layout. You cannot move it
outside the table unless the table is first removed.
1.
4. If necessary, change the setting in the Match box.
5.
Click on Find Next.
Deleting a record
1.
Select the record to be deleted by clicking on the
bar to the left of the records. (The record selection
bar turns black.)
Select any of the
controls within the
table and a plus sign
will appear at the top
left of the table.
2. Click on the plus sign to
select the whole table.
2. Press the Delete key on the keyboard
3. Click on the Remove button on the Control Layout
section of the Arrange ribbon.
3. A dialog box appears either asking you to confirm
the deletion. Click OK.
4. Click outside the table area to de-select the
controls.
NB Record and form deletions cannot be
undone.
Altering the Layout of a Form
Changing the format of a Control
To make changes to the layout of the form you must be
in Layout (or Design) view.
1.
1.
In Layout view, select the control(s).
2. Use the buttons on the home ribbon to change the
font name, size, colour or alignment.
Select the control on the form that you want to
change by clicking once on it. An orange border
will appear around the selected control.
Aligns text WITHIN control does NOT align control on form
Hold down the Shift key to select more than one
control at a time.
2. Make changes to the size, position or format of the
control as required.
Access provides a range of different AutoFormats
which can be applied to the whole of the form at once.
Click here
to view all
available
formats
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Adding Fields to a Form
1.
In Layout view, click on the Add
Existing Fields button on the Arrange
ribbon.
2. From the Field list drag the required field to the
position on the form you want it to appear.
Labels
By default, each field on the form is accompanied by a
label showing the field name. A title, which is simply a
label displaying the name given to the form when it
was first saved, is also displayed in the form header.
The text in any of these labels can be easily edited or
the whole label deleted if not required.
Changing text in a label
1.
Click on the label to select it.
2. Click again on the label to enter editing mode.
3. Edit text.
4. Press the Enter key to exit editing mode.
Deleting a label
1.
Click once on the label to be deleted.
2. Press the Delete key on the keyboard.
Changing the Tab Order
If you rearrange the fields, you may also want to
change the order in which the cursor moves between
them.
1.
Click on the Tab Order button on the Arrange
ribbon.
2. Click on the selector
of the row you want to
move.
Click at side to select
3. Drag the row to the required position.
Deleting a Control
1.
Select the control to be deleted.
2. Hit the delete key on the keyboard.
Deleting a Form
1.
In the Navigation Pane, highlight the name of the
form to be deleted.
2. Press the delete key on the keyboard.
3. Click OK to the message that appears confirming
deletion.
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