Learning Microsoft Access 2007

By Greg Bowden

Chapter 5

Creating More
Detailed Forms

Guided Computer Tutorials

www.gct.com.au
PUBLISHED BY

GUIDED COMPUTER TUTORIALS

PO Box 311
Belmont, Victoria, 3216, Australia

www.gct.com.au

© Greg Bowden

This product is available in Single or Multi User versions.

Single-user versions are for single person use at any particular

time, just as a single text book would be used. If you intend to use
the notes with multiple students the single user version should be
upgraded to the multi-user version.

Multi-user versions allow the school or institution to print as many

copies as required, or to place the PDF files on the school network,
intranet and staff laptops. A certificate of authentication is provided
with multi-user versions. Bookmarks provide links to all headings and
sub-headings, and individual chapters are provided.

First published 2008

ISBN: 1 921217 52 9 (Module 1)

1 921217 53 7 (Module 2)
PDF document on CD-ROM

Every effort has been made to ensure that images used in this
publication are free of copyright, but there may be instances where
this has not been possible. Guided Computer Tutorials would
welcome any information that would redress this situation.
 Chapter

5
Creating More Detailed Forms
When databases become larger it is necessary to be able move fields anywhere on
the screen so that all the data can be clearly seen. Access allows you to produce
professional-looking screen displays which can be printed or simply designed
to make data entry easier. Fields can be moved, graphics, shadings and pictures
added, etc. The easier the data entry process is made the less chance there is of
incorrect data being entered. In this chapter you will create a data entry form for a
department store using DESIGN VIEW.

Starting a New Database

1 If you are starting a fresh session, load Microsoft Access.
2 If you are continuing directly from the previous chapter, close the current file.

3 In the Access GETTING STARTED

screen click on the BLANK DATABASE
icon in the NEW BLANK DATABASE
section.

4 In the BLANK DATABASE pane

enter the file name BIG CITY, ensure
that your STORAGE folder is select
underneath it (use the BROWSE
button to access it if necessary) then
click on CREATE.

© Guided Computer Tutorials 2008 5-1

Learning Microsoft Access 2007

Defining the Fields

1 Open the CREATE tab in the RIBBON

and click on the TABLE DESIGN icon
to start a new table.

2 Enter the following Field Names, Data Types and Descriptions:

Item Code Text Enter the item’s code
Item Name Text Enter the item’s name
Department Text Enter the item’s Department
Description Text Enter a description of the item
Cost Price Currency Enter the cost price of the item
Retail Price Currency Enter the retail price of the item
Dealer Text Enter the dealer’s name and address
Photo OLE Object Import a picture of the item

3 Your field definitions should look like

this.

NOTE: i An OLE Object field allows graphics, sounds or videos to be stored in

the field.
ii The descriptions of the fields is not essential, however, the
descriptions that you do enter will appear at the bottom of the
screen when a field is selected, providing assistance to the person
entering the data.
iii We could have adjusted the field sizes of all the fields, but the
default settings will suffice for this activity.

5-2 © Guided Computer Tutorials 2008

 Creating More Detailed Forms 5

4 The table needs to be saved. Click

on the SAVE icon in the QUICK
ACCESS TOOLBAR, enter the table
name:
Data
and select OK.

5 You will be asked to set a PRIMARY

KEY. This is not necessary for this
activity so select NO.

Deleting the First Table

The first table that access provides when you start a database can be deleted.

1 Click on the TABLE 1 tab then

RIGHT+CLICK on its icon and select
CLOSE.

2 The table will be deleted as no fields have been entered into it.

3 Close the DATA table.

© Guided Computer Tutorials 2008 5-3

Learning Microsoft Access 2007

Starting the Form

The FORMS section of the program allows you to control how the data will be displayed
on the screen. The one database can have several different forms. We will create a
form that displays all the fields on the one screen. In this case we will create the form in
DESIGN VIEW.

A Opening the Form in Design View

1 Open the CREATE tab in the RIBBON

and click on the FORM DESIGN icon.

2 The form is opened in DESIGN

VIEW which has a grid in the DETAIL
section and rulers at the top and left.

5-4 © Guided Computer Tutorials 2008

 Creating More Detailed Forms 5

3 Move the pointer over the bottom

right corner of the grid. The cursor
should change to a cross hair with
arrows. Hold down the mouse
button and drag the corner to the
bottom right corner of the screen.

NOTE: When creating a detailed data entry screen, usually as much of the
screen as possible is used.

B Linking the Form to the Data Table

When creating a form in DESIGN VIEW the table or query that stores the data must be
specified.
Click on the PROPERTY SHEET icon in
the RIBBON to open the PROPERTY
SHEET pane and, in the DATA tab, set
the RECORD SOURCE box to the DATA
table.

© Guided Computer Tutorials 2008 5-5

Learning Microsoft Access 2007

C Setting the Grid

The grid that is provided can be changed to show less dots.

1 In the PROPERTIES SHEET pane open

the FORMAT tab.

2 Set the GRID X and GRID Y boxes,

which are near the bottom of the list,
to 4 so that there are 4 dots per cm.

Inserting Fields
Fields and labels can be placed anywhere on the screen. The purpose of a data entry
screen is to make the data as easy as possible to view and enter, so time is usually taken
to make data entry screens look attractive.
1 Click on the ADD EXISTING FIELDS
icon in the RIBBON and the FIELDS
LIST pane replaces the PROPERTY
SHEET pane.

2 You can drag the left border of the

pane to the right to reduce the width
of the FIELD LIST pane if you wish.

5-6 © Guided Computer Tutorials 2008

 Creating More Detailed Forms 5

3 Select the ITEM CODE field in the

FIELD LIST pane then drag the field
(which attaches to the pointer) to
be in line with 11 cm in the top ruler
and 1 cm in the left ruler.

NOTE: The co-ordinates on the grid are read as (11,1). That is 11 cm in the
top ruler and 1 cm in the left ruler.

4 Select the ITEM NAME field from the

FIELD LIST pane and drag it to (4,3).
That is, so that its top left corner is in
line with 4 cm in the top ruler and 3
cm in the left ruler.

5 Drag the DEPARTMENT field to

(11,3).

© Guided Computer Tutorials 2008 5-7

Learning Microsoft Access 2007

Understanding the Handles

When you drag a field into the form, a series of ‘handles’ are placed around the field box.
These ‘handles’ allow the object (call a control in Access) to be moved or resized. The
following diagram summarises the ‘handles’.

Move ‘handles’ Resize ‘handles’

Field Label Field box

1 Move the pointer over the
DEPARTMENT label’s move ‘handle’,
the large ‘handle’ at the top left of
the label until an arrowed cross-
hair is added to it then drag the
label up and to the left. Only the
DEPARTMENT label moves.

2 Press CTRL+Z to undo the move and return the label to its original position.

3 Try moving just the DEPARTMENT

field box using its move ‘handle’.

4 Press CTRL+Z to undo the move and return the field box to its original position.

5-8 © Guided Computer Tutorials 2008

 Creating More Detailed Forms 5
5 Move the pointer over the border
of the DEPARTMENT field box (not
over a ‘handle’ ) until the arrowed
cross-hair is added to it and drag the
DEPARTMENT field box to another
position on the screen. Both the
DEPARTMENT field box and its label
should move.

6 Press CRTL+Z to return the field and its label to their original position.

7 Drag the DESCRIPTION field from the

FIELD LIST pane to (4,4).

8 Move the pointer over the bottom

right ‘handle’ of the DESCRIPTION
field box until it changes to diagonal
arrows and drag the ‘handle’ to
(14,5).

NOTE: This will make the DESCRIPTION field wider and longer so that more
text can be seen on the screen.

© Guided Computer Tutorials 2008 5-9

Learning Microsoft Access 2007

Saving the Form

You should save the form regularly as you build it. Microsoft Access saves any data that
you enter into a form automatically, but it does not save any of the designing that you
carry out.

1 Click on the SAVE icon in the QUICK

ACCESS TOOLBAR, call the form:
Data Entry
and select OK to save the form.

2 Use the arrow next to the TABLES

heading in the NAVIGATION pane
to set it the ALL ACCESS OBJECTS so
that you can see the table and the
form.

Looking at the Form

It is good practice to regularly look at how the form is shaping up as you build it. Any
obvious errors can be adjusted early.
1 Click on the VIEW icon in the RIBBON
at the top left of the FORM window
(not the arrow at its base) and your
screen should be changed to FORM
VIEW. This is where the data is
entered.

5-10 © Guided Computer Tutorials 2008