While Access provides a handy spreadsheet view of a data entry table, it’s not always the right tool for every data entry situation. If you’re working with users you don’t want to see how Access works, you can use Access forms to create a more user-friendly interface. In this tutorial, we’ll walk you through the process of creating an Access form.
This guide covers the process of creating forms in Access 2007. If you are using an earlier version of Access, read our Access 2003 Forms guide. If you’re using a newer version, see our guide to Access 2010 or Access 2013.
- Open your access database
- Choose a table for your form
- Select Create form on the access ribbon
- View basic form
- Organize the shape of your layout
- Format of your form
- Use your form
Open your access database
First you need to start Microsoft Access and open the database where your new form will be stored.
In this example, we’ll use a simple database we’ve developed to keep track of ongoing activities. It contains two tables: one keeps track of the routes a person usually takes, and the other keeps track of every run. We will create a new form that will allow you to enter new runs and modify existing runs.
Choose a table for your form
Before you start creating the form, it’s easiest to pre-select the table on which you want to base the form. Using panel All tables on the left side of the screen, locate the corresponding table and double click on it. In our example, we will create a form based on the Runs table, so we select it as shown in the image above.
Select Create form on the access ribbon
Then select the tab To create on the menu ribbon and click Create form as shown in the image above.
View basic form
Access now gives you a basic form based on the table you selected. If you’re looking for a quick and dirty form, this might be enough for you. If so, skip to the last step of this form tutorial. Otherwise, read on as we explore how to change the layout and formatting of the form.
Organize the shape of your layout
After you create the form, you will be immediately redirected to: Layout view where you can change the location of your form. If for some reason you are not in Layout view, select it from the drop-down list below the button Office . In this mode you can access the section Form Layout Tools on the tape. Select tab Format and you will see the icons in the image above.
In Layout view, you can rearrange the form fields by dragging them to the correct place. To completely remove a field, right click on it and select the menu item remove .
Explore the icons on the tab streamline and experiment with different layout options. When you are done, proceed to the next step.
Format of your form
Now that you’ve organized the layout of the fields on your Microsoft Access form, it’s time to spice things up by applying custom formatting.
At this point in the process you should still be in pairing mode. Go to the tab Format on the ribbon and you will see the icons in the image above. These icons can be used to change the color and font of text, the style of the gridlines around your fields, include a logo, and many other formatting tasks.
Discover all these options. Go crazy and customize your form to your heart’s content. When you’re ready, move on to the next step in this tutorial.
Use your form
You’ve put a lot of time and energy into making sure your form meets your needs. Now it’s time for your reward! Let’s take a look at how to use your form.
To use the form, first go to Form type . Click on the drop-down list arrow In chapter views on the tire as shown in the picture above. Select Form type and you are ready to use your form!
Once in form view, you can navigate through the records in your spreadsheet using the arrow icons Record at the bottom of the screen, or by entering a number in 1 of x text box. You can edit the data if you want while viewing it. You can also create a new item by clicking the triangle and star icon at the bottom of the screen, or you can use the next item icon to go to the last item in the table.