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Access
Forms and Queries
Entering Data in Your Table
You can add data to your table in Datasheet view, by typing in the columns and rows.
This takes a lot of time and effort
Access forms make the job of entering data easier.
Entering Data in your Table using forms
Access forms are like paper forms
Use Access forms to gather data
Access forms are directly linked to the database tables that store the information collected.
Why use forms?
You do not need to scroll up and down to enter data
Focus on one record at a timeEasier to update / modify a formYou can have different forms for different people – so they see only the fields they need
Forms
When you type information on an Access form, the information is automatically entered in the table connected to that form.
Forms
Forms are made up of controls such as text boxes, buttons, document tabs, and drop-down lists, grouped in a way that makes them easy to use and helps you get work done.
Designing a formStart by listing the data you need to enter
Imagine what a paper form would look like
Decide on the “controls” you need to capture and work with data. For example, if you need text, you’ll use a textbox. If you want to give users a list of choices, then you’ll use a list control.
Creating a form with AutoForm In the Navigation Panel, select the table (or query –
we will learn those next) that has the data your new form should display
Click the Create tab on the ribbon Go to the Forms tool, and select the AutoForm tool
you want 1. Click here first
Types of AutoForms Select Form – a simple form; displays one record
at a time.
Types of Forms Split Form – displays all records as a datasheet on
half of the screen, and the currently selected record as the other half. This is useful if you want to browse and edit records.
Types of Forms
Multiple Items – shows all records from the table/ query in a datasheet format
Creating a form
Enter data on the formSave by clicking the Save button the toolbar
The Save As dialog box appearsType a name for the form, and click ok (the default name is the same name as the table it’s linked to)
Use Navigation Tools
To move among forms, use the navigation tools at the bottom of the form
First form Last form
New form
Sifting through DataThere are 3 ways to find a particular record in a database: find, filters and queries.
Find: use the find command to find a record
Filters: look through all the records and find the one that matches.
Queries: use a set of criteria (conditions) that eliminate many, if not all but one, of your records. You tell Access to find something for you
Find Command
Open the Table or form you want to search.Press the Find command on the right side of the toolbar.
Using Find
Click in the field you want to search or select Table
Results of “find” Command
Filters
Filters scan a table for whatever data you need.
Filters look at every record and then hide the ones that don’t match.
You can only filter one table at a time
Using filters
Select the field you want to filterPress the filter button
Define your filter by selecting the box(es) you want
Filtering Date Fields If you are filtering a Date field, Filter will
automatically let you filter by dates before, after, or between
Filtering by Date
If you are filtering a Date field, Filter will automatically let you filter by dates before, after, or between
Queries
Queries go beyond find and filters.
With queries, you can search one or more tables, one or more fields, and even save your results.
Using Simple Query Wizard
Press “Create” on the ribbon. Select “Query Wizard” and this dialog box appears.Select Simple Query Wizard.Press “OK”
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Designing a Query
Select the table you want to query, and the fields.
You can select more than one table, as long as the tables are related
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