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 time  Easier to update / modify a form  You 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 form  Start 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 form  Save by clicking the Save button the toolbar  The Save As dialog box appears  Type 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 Data  There 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 filter Press 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” 1 2 3

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