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