Modify a Form

Modify a Form

After you create a form, it opens in Layout view, where you can modify it.

To change the size of a field:

1.   Click a side of the field and drag to change the width of the field.

2.   Click the top or bottom of a field and drag to change the height of a field.

To move a datasheet:

1.   Click the datasheet to select it.

2.   Click and drag the four-sided arrow in the upper-right corner to move the datasheet.

To resize a datasheet:

1.   Click the datasheet to select it.

2.   Click a side of the datasheet and drag to change the width.

3.   Click the top or bottom of the datasheet and drag to change the height.

To apply an Auto Format:

The Auto Format option on the Format tab enables you to apply formats quickly, such as background colors, field colors, field label colors, and fonts.

1.   Activate the Format tab.

2.   Click Auto Format. The Auto Format menu appears.

3.   Click the format you want to apply.

To change a form title:

When you create a form, by default, Access uses the form name as the title. You can change the title.

1.   Activate the Format tab.

2.   Click the Title button.

3.   Type the new title.

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Create a Multiple Items Form

Create a Multiple Items Form

You can use the Multiple Items button on the Forms tab to create a form that displays multiple records, one record per row.

To create a multiple items form:

1.   Open the Navigation pane.

2.   Click the table or query on which you want to base your form.

3.   Activate the Create tab.

       4.   Click Multiple Items in the Forms group. Access creates a multiple items form.

To change the view:

1.   Open the form.

2.   Activate the Format tab.

3.   Click the down-arrow under the View button. A menu appears.

        4.   Click the view you want.

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Create a Split Form

Create a Split Form

A split form is a form in which the same data is displayed in two views simultaneously. One part of the form displays in Form view (stacked fields), while the other part displays in Datasheet view. The two views are synchronized, so as you select a field in one view, it is automatically selected in the other view. You can add, change, or delete the data in either view. Using a split form gives you the benefits of two types of forms in a single form. For example, you can use the datasheet portion to locate records and the form portion to edit records.

To create a split form:

        1.   Open the Navigation pane.

2.   Click the table or query on which you want to base your form.

3.   Activate the Create tab.

          4.   Click Split Form in the Forms group. Access creates a split form.

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Creating Forms

Creating Forms

Access forms are much like paper forms: you can use them to enter, edit, or display data. They are based on tables. When using a form, you can choose the format, the arrangement, and which fields you want to display. This lesson teaches you how to create forms.

Using the Form Button

Access can automatically create several types of forms. For example, when you click the Form button on the Create tab, Access places all fields in the selected table on a form. If the table has a one-to-many relationship with one other table or query, Access creates a stacked form (the records are displayed in a column) for the primary table and a datasheet for the related table. If there are several tables with a one-to-many relationship, Access does not create the datasheet.

To create a form:

1.   Open the Navigation pane.

2.   Click the table or query on which you want to base your form.

3.   Activate the Create tab.

          4.   Click Form in the Forms group. Access creates a form.

You can use the Navigation bars to move through the records on a form.

1	Go to First Record
2	Go to Previous Record
3	The Current Record
4	Go to Next Record
5	Go to Last Record
6	Create a New (Blank) Record

To save a form:

1.   Click the Save button on the Quick Access toolbar. Access saves the form unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears.

2.   Type the name you want to give the form.

3.   Click OK. Access saves the form. You can now access the form by using the Navigation pane.

You can also save by right-clicking a form’s tab and then selecting Save from the menu that appears. Access saves the form unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears. Type the name you want to give the form and then click OK. Access saves the form. You can now access the form by using the Navigation pane.

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Create a Parameter Query

Create a Parameter Query

If instead of entering predetermined criteria, you want to prompt users when a query runs, you can create a parameter query. You create a parameter query by enclosing a question in square brackets ([]). For example, if you want to create a parameter query that asks users which State they want to use from the Student’s table, you would type [Which State?] on the Criteria line under the State column. When the query runs, Access will prompt the user for the answer to your question.

To create a parameter query:

1.   Open a table or query in Query Design view.

2.   Create your query.

3.   On the Criteria line, type the prompt within square brackets.

4.   Click the Run button. Access prompts you.

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Save a Query

Save a Query

After you create a query, you can save it. You can rerun a saved query at any time. If you change the data on which the saved query is based, you will see the changes when you rerun the query.

To save a query:

1.   Click the Save button on the Quick Access toolbar

. Access saves the query unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears.

2.   Type the name you want to give your query.

3.   Click OK. Access saves the query. You can now access the query by using the Navigation pane.

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