On completion of this tutorial, you will be able to:

• Understand the differences between a form and a datasheet
• Use AutoForm to generate a simple form
• Create a form with the Form Wizard
• Enter records using a form
• Navigate through records in a form

What is a Form?

Data entry using a datasheet is fairly straightforward. There are however several disadvantages in using datasheet view to enter records:

• It is often difficult to navigate across a record in datasheet view - especially if the set of fields is wider than the screen width. Although you can see information from several different records at once, it is often impossible to see all of the information from a single record.
• The display of information in datasheet view can become wearing on your eyes if you work on it for too long - it is difficult to keep your place on-screen.
• Datasheets do not present an ordered, professional view of your data.
• It is more difficult to use controls (such as check boxes and drop-down lists) on a datasheet to make data entry easier and more reliable.
• Large columns, such as those associated with memo and large text fields, are difficult to display and edit.

Many of these disadvantages are overcome by using a form for data entry and display.

A form usually displays database records one at a time. Most fields are displayed as a text box with a label next to it. Forms can be created with different layouts and can use graphics and effects as enhancements.

Use AutoForm to Generate a Form

The simplest method of creating a form is to use AutoForm. To create an AutoForm, you simply select a data source, such as a table or query, then select AutoForm. Access creates a simple form using all the fields in the data source laid out in a single column.

To create a form using AutoForm

• Select the table for which you want to create the form
• On the Database toolbar, click AutoForm (if the AutoForm button is not displayed, click the arrow and select it from the drop-down menu)

OR

• From the Insert menu, select AutoForm

A form is created and opened in a new window.



Tip: If AutoForm is greyed out, you have not selected a valid table object on which to base the form.

To save and close an AutoForm

The AutoForm is not saved as a database object automatically. You can decide if you want to keep it or not.

If you try to close the form without saving it, Access will prompt you to save before closing.

• On the Database toolbar, click Save

OR

• From the File menu, select Save (SpeedKey: Ctrl + S)

The Save As dialogue box is displayed.

• Change the Form Name: if necessary then click OK

The form is saved as an object in the Database Window.

• To close the form, click the Close icon on its Title bar

OR

• From the File menu, select Close (SpeedKey: Ctrl + W)
• Click the Forms object to open or edit the form again