Access Tutorial - Form Creation

Covered in this section:

Forms can be used to enter data instead of entering the data in a table. It is quick and easy and allows non-experienced users to use the database.

To enter Form View, find the Database window dipslayed here on the right. The Database window stays open all the time you just have to minimize what you're working on, whether it be a query or table, and click on the appropriate section. Now, click on Forms within the Objects menu.
To start a new Form double click on Create Form by using wizard. The form wizard window will pop-up.

This window allows you to select the fields you want in your form. In the first drop-down menu, you can choose where your fields are from: a table or a query. In this example, the fields will be from Query1, which we just created in the last section.
Under the Available Fields, choose the fields you want. Highlight the field and click on the > to transfer it to the Selected Fields window.
If you want all the fields click on the >> to bring all of the fields over to the Selected Fields window.
Select all the fields, except for "Comment". Once the above fields have been selected, click on Next.

Next you will have to choose which layout you wish to use for the form. There are four layouts: Columnar, Tabular, Datasheet, and Justified. Choose one and click Next

Columnar: aligns all fields in columns

Tabular: creates a form that looks like a table

Datasheet: creates a form that looks like a datasheet

Justified: creates a form where all records are justified to one side

By clicking on one you can see a preview of it in the preview box to the left.

In the next windwo you will be asked which style you would like your form to have. There are a few diffent styles. The wizard provides a preview of each style, so pick and choose at will. Click Next

At the next dialog box, enter a title for your form and choose whetheryou wish to "Open the form to view or enter information" or "Modify the form's design". You can click Back to go back to any of the previous steps. If you're confident that your form is ready to be used, click Finish.

Your form is now created. It probably doesn't look like you want it to so, we'll have to do a little editing.

Exercise:

Create a form for your database.

Editing Forms

Basic Editing

There are two ways to begin editing forms. One is when you are in the last step of form creation you can choose to edit your form right away. Or you can click on the form you wish to edit, then click Design.

You will open up the Form design window. This is where we will be doing all of our editing. This will only cover basic editing techniques. Any advanced techniques should be researched by yourself.

You should notice that your form is quite compact and probably not very appealing; we can change that. To resize the form place the mouse cursor over either the left edge of the form or the bottom of the form. You will notice that the cursor changes to two arrows with a wide line in between them. Now just click, hold, and drag to whatever size you wish.

Changing the field positions and sizes are just as easy. Just click on which ever field you wish to move, hold the mouse button down and drag it. To resize the field click on the field and then click, hold and drag any of the black squares that appear around the field. You should now have a form that looks a little better, something like this:

Exercise:

Move the fields around and change the size of your form.

Adding a Picture

Adding a picture is simple. As shown below, click on Insert, then Picture. Select an appropriate graphic for your form, then click OK. Once inserted you can move the picture like you would the field boxes. Just click, hold, and drag the picture to a desired location on your form. Another way to add a picture is click on the picture icon

in the toolbox, then click once at the place where you want to insert an image.

Exercise:

Insert a picture into your form.

Inserting Rectangles

Rectangles are used to better organize similar groups of data.
First, you need to open the floating toolbox by clicking on the toolbox icon in the top toolbar.

This will open the toolbox. Select the rectangle option, then click, hold, and drag the rectangle around of data you wish to group together.

If you want to change the color of the rectangle use the line/border color icon in the toolbar. To switch colors use the down arrow to open a drop-down menu of colors.

To change the thickness of the rectangle either double click on the rectangle border itself or right click on the rectangle and click on Properties. Either way you will open a properties menu, as shown on the left. Find Border Width within the properties menu and change the size to whichever size you want.

Exercise:

Insert rectangles into your form.

Finishing Touches - Changing Fonts and adding Headers

When you're all finished inserting pictures and grouping data with rectangles, you may want to add a header or a footer to your form or change the color and size of your Font.

To change the font size or color click on a label or a text box. Do not highlight the text, you won't be able to make any changes if you do. Then you can change the font settings using the format bar at the top.

To create a header or a footer, click, hold and drag the bottom of the Form Footer or Form Header bars within the design window, as shown in the window on the left.

To view your finished form just close form design by click the X in the upper right corner of the design window. Make sure to save your changes. Once outside of form design view, go back to the object window and double click on your form. A new window will open with your form inside. It could look something like this: