Using access forms to enter and change data

  1. Use access forms to enter and change data
  2. Create tables in Access
  3. Create access entry form
  4. Using the form
  5. Access to the data entry form
  6. Change table data

Use access forms to enter and change data

An Access database consists of one or more tables that contain related information. By creating such an empty database, you can walk through all the tables to fill them with information.

However, this can get tedious and confusing. It is difficult to follow the relationships between data in tables when trying to enter data. The available forms are a valuable aid for this. You can design input forms to enter data in a logical format

Let’s start by creating some simple tables and then build an Access input form on it.

The instructions in this article apply to Access 2019, Access 365, 2016, 2013, and 2010, unless otherwise noted.

Create tables in Access

Before you can create an Access input form, you must create some tables that contain your form data.

Microsoft Access is great for small businesses. So, for this example, you’re creating an Access database to track sales information.

This database contains information about your seller, monthly sales and monthly expenses.

To build your table in Access:

  1. Start a new database in Access. You will see an empty table 1 .

  2. Select Click to add and add five fields. Create one short text, one long text, one big number, one short text, and two currency fields.

  3. Right click on each field, select Change field name and enter a new field name. Name each field Supplier name, address, phone number, month, sales, and expenses.

  4. After you’ve renamed all the fields, you’re ready to move on to the next step.

Now that your table is ready for the data, it’s time to create a form to enter all the data.

The Large Number field is available only in Access 2019 or later. In earlier versions of Access, you had to use a String field to write data such as a phone number.

Create access entry form

You start by creating a simple form to work with a table Table 1 .

Here is the step-by-step process for creating a new input form:

  1. Choose from the menu To create and choose Form Wizard .

  2. Use button >> to select all fields in the table.

  3. Press the button Further Get on.

  4. Choose the desired form layout. Justified is a good, attractive starting point. Remember this is just a starting point. You can change the actual appearance of the form later in the process.

  5. Press the button Further Get on.

  6. Give the form a title, and then select the appropriate radio button to open the form in data entry mode or layout mode.

  7. Press the button Finished to create the shape.

Using the form

Once you’ve created a form, you can work with it however you want.

Layout view allows you to customize the appearance of certain fields and the form itself. In the data entry view, you can use the form and enter data.

This is how the form works:

  • Use buttons > and to move forward and backward through a series of records.

  • Knob > automatically creates a new record at the end of the current recordset.

  • Field Search you can find specific elements in your table.

  • Use To go on the menu House to iterate table records. You can also navigate to the first or last entry or create a new one.

Now that you’ve created this first form, you’re ready to enter data.

Try to play with the design of the form. Since forms are the area of ​​your Access database that you’ll see and use most, it’s important that the form is designed well.

Access to the data entry form

Now that you’ve created the form for your table, you’re ready to enter data.

The advantage of using the new Access Entry Form is that you don’t have to look up individual fields in the table to enter data. By inserting data into one field, you can easily tab on the keyboard to move to the next field.

As soon as you press the key tab in the last field it will save the last entry you edited in the table and move on to the next empty entry.

Use the new Access input form to enter multiple records in your table.

You will see that by simply entering the form data and pressing the tab key, you can quickly and easily enter many records into a table.

As you can see, entering data using an Access input form is much faster than trying to enter data directly into an Access table.

Change table data

In addition to adding new data to a table, you can use an Access input form to modify data already in the table.

This is how it works:

  1. Scroll forward and backward using the icons or > or use the field Search to find data in any field of a table.

  2. Select Save in the “Records” group in the main menu. Or you can click tab in the last form field. Any of these options will save your changes.

  3. use icon > with an asterisk to the right of it to jump directly to the new item, regardless of which item you are currently viewing.

  4. Once you have enough data, you can add and link new tables and create useful reports.

Microsoft Access is a very powerful tool for keeping track of everything from your personal library of books to your very small business. Forms give you much easier access to all the data you store in your Access tables.

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