(Microsoft Access)
Over View
MS Access is a data based program which is abundantly used in different institutions and organizations to keep the records. Following terms are used often in MS Access, so it is necessary to know about them. These are:
a. Database. It is a collection of related information.
b. Object. It is an option in the database such as a table, query, form, or macro.
c. Table. It is a grouping of related data organized in fields (columns) and records (rows) on a datasheet. By using a common field in two tables, the data can be combined. Many tables can be stored in a single database.
d. Field. It is a column on a datasheet and defines a data type for a set of values in a table. For a mailing list table might include fields for first name, last name, address, city, state, zip code, and telephone number.
e. Record. It is a row on a datasheet and is a set of values defined by fields. In a mailing list table, each record would contain the data for one person as specified by the intersecting fields.
f. Design View. It provides the tools for creating fields in a table.
g. Datasheet View. It allows you to update, edit, and delete in formation from a table.
a. Database. It is a collection of related information.
b. Object. It is an option in the database such as a table, query, form, or macro.
c. Table. It is a grouping of related data organized in fields (columns) and records (rows) on a datasheet. By using a common field in two tables, the data can be combined. Many tables can be stored in a single database.
d. Field. It is a column on a datasheet and defines a data type for a set of values in a table. For a mailing list table might include fields for first name, last name, address, city, state, zip code, and telephone number.
e. Record. It is a row on a datasheet and is a set of values defined by fields. In a mailing list table, each record would contain the data for one person as specified by the intersecting fields.
f. Design View. It provides the tools for creating fields in a table.
g. Datasheet View. It allows you to update, edit, and delete in formation from a table.
Getting Started
After opening Access, you will be presented with the window shown below. Select one of the first two options if you are creating a new database or the third if you want to edit an existing database. All three choices are explained in detail below.
Blank Access Database
a. Unlike Word documents, Excel worksheets, and Power Point presentations, you must save an Access database before you start working on it. After selecting "Blank Access database", you will first be prompted to specify a location and name for the database.
b. Find the folder where the database should reside in the Save in drop-down menu.
c. Type the name of the database in the File name line and click the Create button.
Open an existing databasea. Unlike Word documents, Excel worksheets, and Power Point presentations, you must save an Access database before you start working on it. After selecting "Blank Access database", you will first be prompted to specify a location and name for the database.
b. Find the folder where the database should reside in the Save in drop-down menu.
c. Type the name of the database in the File name line and click the Create button.
If the database was opened recently on the computer, it will be listed on the main window. Highlight the database name and click OK. Otherwise, highlight "More Files..." in the list and click OK. From the subsequent window, click the "Look In:" drop-down menu to find the folder where the database is located, highlight the database name in the listing and click OK. Before opening an existing file that was created in a previous version of Access, it must first be converted to Access 2000 format. Convert a database by following these steps:
a. Open Access and select Tools/Database Utilities/Convert Database/To Current Access Database Version from the menu bar.
b. Select the database that should be converted and click the Convert button.
c. The new version will be a completely separate database and the old one will remain intact so you must then name the new version of the database.
a. Open Access and select Tools/Database Utilities/Convert Database/To Current Access Database Version from the menu bar.
b. Select the database that should be converted and click the Convert button.
c. The new version will be a completely separate database and the old one will remain intact so you must then name the new version of the database.
Design View
Design View customizes the fields in the database so that data can be entered.
Datasheet View
The datasheet allows you to enter data into the database
Introduction to Tables
Tables are grids that store information in a database similar to the way an Excel worksheet stores information in a workbook. Access provides three ways to create a table for which there are icons in the Database Window. Double-click on the icons to create a table.
a. Create Table in Design view. It will allow you to create the fields of the table. This is the most common way of creating a table.
b. Create Table using Wizard. It will step you through the creation of a table.
c. Create Table by Entering data. It will give you a blank datasheet with unlabelled columns that looks much like an Excel worksheet. Enter data into the cells and click the Save button. You will be prompted to add a primary key field. After the table is saved, the empty cells of the datasheet are trimmed. The fields are given generic names such as "Field1", "Field2", etc. To rename them with more descriptive titles that reflect the content of the fields, select Format/Rename Column from the menu bar or highlight the column, right-click on it with the mouse, and select Rename Column from the shortcut menu.
a. Create Table in Design view. It will allow you to create the fields of the table. This is the most common way of creating a table.
b. Create Table using Wizard. It will step you through the creation of a table.
c. Create Table by Entering data. It will give you a blank datasheet with unlabelled columns that looks much like an Excel worksheet. Enter data into the cells and click the Save button. You will be prompted to add a primary key field. After the table is saved, the empty cells of the datasheet are trimmed. The fields are given generic names such as "Field1", "Field2", etc. To rename them with more descriptive titles that reflect the content of the fields, select Format/Rename Column from the menu bar or highlight the column, right-click on it with the mouse, and select Rename Column from the shortcut menu.
Create a Table in Design View
Design View will allow you to define the fields in the table before adding any data to the datasheet. The window is divided into two parts: a top pane for entering the field name, data type, and an option description of the field, and a bottom pane for specifying field properties.
a. Field Name. This is the name of the field and should represent the contents of the field such as "Name", "Address", "Final Grade", etc. The name can not exceed 64 characters in length and may include spaces.
b. Data Type. It is the type of value that will be entered into the fields.
Text. The default type, text type allows any combination of letters and numbers up to a maximum of 255 characters per field record.
Memo. A text types that store up to 64,000 characters.
Number. Any number can be stored.
Date/Time. It is a date, time, or combination of both.
Currency. Monetary values that can be set up to automatically include a dollar sign ($) and correct decimal and comma positions.
AutoNumber. When a new record is created, Access will automatically assign a unique integer to the record in this field. From the General options, select Increment if the numbers should be assigned in order or random if any random number should be chosen. Since every record in a datasheet must include at least one field that distinguishes it from all others, this is a useful data type to use if the existing data will not produce such values.
Yes/No. Use this option for True/False, Yes/No, On/Off, or other values that must be only one of two.
OLE Object. An OLE (Object Linking and Embedding) object is a sound, picture, or other object such as a Word document or Excel spreadsheet that is created in another program. Use this data type to embed an OLE object or link to the object in the database.
Hyperlink. A hyperlink will link to an Internet or Intranet site, or another location in the database. The data consists of up to four parts each separated by the pound sign (#): DisplayText#Address#SubAddress#ScreenTip. The Address is the only required part of the string. Examples:
Description. Enter a brief description of what the contents of the field are.
a. Field Name. This is the name of the field and should represent the contents of the field such as "Name", "Address", "Final Grade", etc. The name can not exceed 64 characters in length and may include spaces.
b. Data Type. It is the type of value that will be entered into the fields.
Text. The default type, text type allows any combination of letters and numbers up to a maximum of 255 characters per field record.
Memo. A text types that store up to 64,000 characters.
Number. Any number can be stored.
Date/Time. It is a date, time, or combination of both.
Currency. Monetary values that can be set up to automatically include a dollar sign ($) and correct decimal and comma positions.
AutoNumber. When a new record is created, Access will automatically assign a unique integer to the record in this field. From the General options, select Increment if the numbers should be assigned in order or random if any random number should be chosen. Since every record in a datasheet must include at least one field that distinguishes it from all others, this is a useful data type to use if the existing data will not produce such values.
Yes/No. Use this option for True/False, Yes/No, On/Off, or other values that must be only one of two.
OLE Object. An OLE (Object Linking and Embedding) object is a sound, picture, or other object such as a Word document or Excel spreadsheet that is created in another program. Use this data type to embed an OLE object or link to the object in the database.
Hyperlink. A hyperlink will link to an Internet or Intranet site, or another location in the database. The data consists of up to four parts each separated by the pound sign (#): DisplayText#Address#SubAddress#ScreenTip. The Address is the only required part of the string. Examples:
Description. Enter a brief description of what the contents of the field are.
Field Properties
Properties for each field are set from the bottom pane of the Design View window.
a. Field Size. It is used to set the number of characters needed in a text or number field. The default field size for the text type is 50 characters. If the records in the field will only have two or three characters, you can change the size of the field to save disk space or prevent entry errors by limiting the number of characters allowed. Likewise, if the field will require more than 50 characters, enter a number up to 255. The field size is set in exact characters for Text type, but options are give for numbers:
(1) Byte. Positive integers between 1 and 255
(2) Integer. Positive and negative integers between -32,768 and 32,768
(3) Long Integer (default). They are larger positive and negative integers between -2 billion and 2 billion.
(4) Single. Single-precision floating-point number
(5) Double. Double-precision floating-point number
(6) Decimal. It allows for Precision and Scale property control
Format. It conforms the data in the field to the same format when it is entered into the datasheet. For text and memo fields, this property has two parts that are separated by a semicolon. The first part of the property is used to apply to the field and the second applies to empty fields.
a. Field Size. It is used to set the number of characters needed in a text or number field. The default field size for the text type is 50 characters. If the records in the field will only have two or three characters, you can change the size of the field to save disk space or prevent entry errors by limiting the number of characters allowed. Likewise, if the field will require more than 50 characters, enter a number up to 255. The field size is set in exact characters for Text type, but options are give for numbers:
(1) Byte. Positive integers between 1 and 255
(2) Integer. Positive and negative integers between -32,768 and 32,768
(3) Long Integer (default). They are larger positive and negative integers between -2 billion and 2 billion.
(4) Single. Single-precision floating-point number
(5) Double. Double-precision floating-point number
(6) Decimal. It allows for Precision and Scale property control
Format. It conforms the data in the field to the same format when it is entered into the datasheet. For text and memo fields, this property has two parts that are separated by a semicolon. The first part of the property is used to apply to the field and the second applies to empty fields.
Format | Datasheet Entry | Display | Explanation |
@@@-@@@@ | 1234567 | 123-4567 | @ Indicates a required character or space |
@@@-@@@& | 123456 | 123-456 | & Indicates an optional character or space |
< | HELLO | Hello | < Converts characters to lowercase |
> | Hello | HELLO | > Converts characters to uppercase |
@\! | Hello | Hello! | \ Adds characters to the end |
@;"No Data Entered" | Hello | Hello | |
@;"No Data Entered" | (blank) | No Data Entered |
Number Format
Select one of the preset options from the drop down menu or construct a custom format using symbols explained below:
Format | Datasheet Entry | Display | Explanation |
###,##0.00 | 123456.78 | 123,456.78 | 0 is a placeholder that displays a digit or 0 if there is none. # Is a placeholder that displays a digit or nothing if there is none. |
$###,##0.00 | 0 | $0.00 | |
###.00% | 123 | 12.3% | % Multiplies the number by 100 and added a percent sign |
Currency Format
This formatting consists of four parts separated by semicolons:
format for positive numbers; format for negative numbers; format for zero values; format for Null values.
Format | Explanation |
$##0.00;($##0.00)[Red];$0.00;"none" | Positive values will be normal currency format, negative numbers will be red in parentheses, zero is entered for zero values, and "none" will be written for Null values. |
Date Format
In the table below, the value "1/1/01 " is entered into the datasheet, and the following values are displayed as a result of the different assigned formats.
Format | Display | Explanation |
dddd","mmmmd","yyyy | Monday,January1,2001 | dddd, mmmm, and yyyy print the full day name, month name, and year |
ddd","mmm"."d",'"yy | ddd, mmm, and yy print the first three day letters, first three month letters, and last two year digits | |
"Today is " dddd | Today is Monday | |
h:n:s: AM/PM | n" is used for minutes to avoid confusion with months |
Yes/No
Fields are displayed as check boxes by default on the datasheet. To change the formatting of these fields, first click the Lookup tab and change the Display Control to a text box. Go back to the General tab choices to make formatting changes. The formatting is designated in three sections separated by semicolons. The first section does not contain anything but the semicolon must be included. The second section specifies formatting for Yes values and the third for No values.
Format | Explanation |
;"Yes"[green];"No"[red] | Prints "Yes" in green or "No" in red |
Default Value
Here may be cases where the value of a field will usually be the same for all records. In this case, a changeable default value can be set to prevent typing the same thing numerous times. Set the Default Value property.
c. Input Masks. An input mask controls the value of a record and sets it in a specific format. They are similar to the Format property, but instead display the format on the datasheet before the data is entered. For example, a telephone number field can formatted with an input mask to accept ten digits that are automatically formatted as "(555) 123-4567". The blank field would look like (___) ___-____. An input mask to a field by following these steps:
(1) In design view, place the cursor in the field that the input mask will be applied to.
(2) Click in the white space following Input Mask under the General tab.
(3) Click the "..." button to use the wizard or enter the mask, (@@@) @@@-@@@@, into the field provided. The following symbols can be used to create an input mask:
(1) In design view, place the cursor in the field that the input mask will be applied to.
(2) Click in the white space following Input Mask under the General tab.
(3) Click the "..." button to use the wizard or enter the mask, (@@@) @@@-@@@@, into the field provided. The following symbols can be used to create an input mask:
Symbol | Explanation |
A | Letter or digit |
0 | A digit 0 through 9 without a + or - sign and with blanks displayed as zeros |
9 | Same as 0 with blanks displayed as spaces |
# | Same as 9 with +/- signs |
? | Letter |
L | Letter A through Z |
C or & | Character or space |
< | Convert letters to lower case |
> | Convert letters to upper case |
d. Field Validation Rules. Validation Rules specify requirements (change word) for the data entered in the worksheet. A customized message can be displayed to the user when data that violates the rule setting is entered. Click the expression builder (“…”) button at the end of the Validation Rule box to write the validation rule. Examples of field validation rules include <> 0 to not allow zero values in the record, and??? To only all data strings three characters in length.
e. Indexes. Creating indexes allows Access to query and sort records faster. To set an indexed field, select a field that is commonly searched and change the Indexed property to Yes (Duplicates OK) if multiple entries of the same data value are allowed or Yes (No Duplicates) to prevent duplicates.
Primary Key
Every record in a table must have a primary key that differentiates it from every other record in the table. In some cases, it is only necessary to designate an existing field as the primary key if you are certain that every record in the table will have a different value for that particular field. A social security number is an example of a record whose values will only appear once in a database table.
a. Designate the primary key field by right clicking on the record and selection Primary Key from the shortcut menu or select Edit|Primary Key from the menu bar. The primary key field will be noted with a key image to the left. To remove a primary key, repeat one of these steps.
b. If none of the existing fields in the table will produce unique values for every record, a separate field must be added. Access will prompt you to create this type of field at the beginning of the table the first time you save the table and a primary key field has not been assigned. The field is named "ID" and the data type is "Autonumber". Since this extra field serves no purpose to you as the user, the autonumber type automatically updates whenever a record is added so there is no extra work on your part. You may also choose to hide this column in the datasheet as explained on a later page in this tutorial.
a. Designate the primary key field by right clicking on the record and selection Primary Key from the shortcut menu or select Edit|Primary Key from the menu bar. The primary key field will be noted with a key image to the left. To remove a primary key, repeat one of these steps.
b. If none of the existing fields in the table will produce unique values for every record, a separate field must be added. Access will prompt you to create this type of field at the beginning of the table the first time you save the table and a primary key field has not been assigned. The field is named "ID" and the data type is "Autonumber". Since this extra field serves no purpose to you as the user, the autonumber type automatically updates whenever a record is added so there is no extra work on your part. You may also choose to hide this column in the datasheet as explained on a later page in this tutorial.
Adding Records
Add new records to the table in datasheet view by typing in the record beside the asterisk (*) that marks the new record. You can also click the new record button at the bottom of the datasheet to skip to the last empty record.
Editing Records
To edit records, simply place the cursor in the record that is to be edited and make the necessary changes. Use the arrow keys to move through the record grid. The previous, next, first, and last record buttons at the bottom of the datasheet are helpful in maneuvering through the datasheet. Delete a record on a datasheet by placing the cursor in any field of the record row and select Edit/Delete Record from the menu bar or click the Delete Record button on the datasheet toolbar.
Adding and Deleting Columns
Although it is best to add new fields (displayed as columns in the datasheet) in design view because more options are available, they can also be quickly added in datasheet view. Highlight the column that the new column should appear to the left of by clicking its label at the top of the datasheet and select Insert/Column from the menu bar. Placing the cursor in the column and selecting Edit/Delete Column from the menu bar can delete entire columns.
Resizing Rows and Columns
Dragging the gray sizing line between row labels up and down with the mouse can change the height of rows on a datasheet. By changing the height on one row, the height of all rows in the datasheet will be changed to the new value. Column width can be changed in a similar way by dragging the sizing line between columns. Double click on the line to have the column automatically fit to the longest value of the column. Unlike rows, columns on a datasheet can be different widths. Selecting Format/Row Height or Format/Column Width can assign more exact values from the menu bar.
Freezing Columns
Similar to freezing panes in Excel, columns on an Access table can be frozen. This is helpful if the datasheet has many columns and relevant data would otherwise not appear on the screen at the same time. Freeze a column by placing the cursor in any record in the column and select Format/Freeze Columns from the menu bar. Select the same option to unfreeze a single column or select Format/Unfreeze All Columns.
Hiding Columns
Columns can also be hidden from view on the datasheet although they will not be deleted from the database. To hide a column, place the cursor in any record in the column or highlight multiple adjacent columns by clicking and dragging the mouse along the column headers, and select Format/Hide Columns from the menu bar. To show columns that have been hidden, select Format/Unhide Columns from the menu bar. A window displaying all of the fields in the table will be listed with check boxes beside each field name. Check the boxes beside all fields that should be visible on the data table and click the Close button.
Finding Data in a Table
Data in a datasheet can be quickly located by using the Find command.
a. Open the table in datasheet view.
b. Place the cursor in any record in the field that you want to search and select Edit/Find from the menu bar.
c. Enter the value criteria in the Find What: box.
d. From the Look In: drop-down menu, define the area of the search by selecting the entire table or just the field in the table you placed your cursor in during step 2.
e. Select the matching criteria from Match: to and click the More >> button for additional search parameters.
f. When all of the search criteria is set, click the Find Next button. If more than one record meets the criteria, keep clicking Find Next until you reach the correct record.
a. Open the table in datasheet view.
b. Place the cursor in any record in the field that you want to search and select Edit/Find from the menu bar.
c. Enter the value criteria in the Find What: box.
d. From the Look In: drop-down menu, define the area of the search by selecting the entire table or just the field in the table you placed your cursor in during step 2.
e. Select the matching criteria from Match: to and click the More >> button for additional search parameters.
f. When all of the search criteria is set, click the Find Next button. If more than one record meets the criteria, keep clicking Find Next until you reach the correct record.
Replace
The replace function allows you to quickly replace a single occurrence of data with a new value or to replace all occurrences in the entire table.
a. Select Edit/Replace from the menu bar (or click the Replace tab if the Find window is already open).
b. Follow the steps described in the Find procedure for searching for the data that should be replaced and type the new value of the data in the Replace With: box.
c. Click the Find Next button to step through occurrences of the data in the table and click the Replace button to make single replacements. Click Replace All to change all occurrences of the data in one step.
a. Select Edit/Replace from the menu bar (or click the Replace tab if the Find window is already open).
b. Follow the steps described in the Find procedure for searching for the data that should be replaced and type the new value of the data in the Replace With: box.
c. Click the Find Next button to step through occurrences of the data in the table and click the Replace button to make single replacements. Click Replace All to change all occurrences of the data in one step.
Check Spelling and AutoCorrect
The spell checker can be used to flag spelling errors in text and menu fields in a datasheet. Select Tools/Spelling from the menu bar to activate the spell checker and make corrections just as you would use Word or Excel. The AutoCorrect feature can automatically correct common spelling errors such as two INitial CApitals, capitalizing the first letter of the first word of a sentence, and anything you define. Select Tools/AutoCorrect to set these features.
Print a Datasheet
Datasheets can be printed by clicking the Print button on the toolbar or select File/Print to set more printing options.
Table Relationships
To prevent the duplication of information in a database by repeating fields in more than one table, table relationships can be established to link fields of tables together. Follow the steps below to set up a relational database:
a. Click the Relationships button on the toolbar.![[relationship button]](file:///C:/DOCUME~1/Sohail/LOCALS~1/Temp/msohtml1/01/clip_image010.gif)
b. From the Show Table window (click the Show Table button on the toolbar to make it appear), double click on the names of the tables you would like to include in the relationships. When you have finished adding tables, click Close.
c. To link fields in two different tables, click and drag a field from one table to the corresponding field on the other table and release the mouse button. The Edit Relationships window will appear. From this window, select different fields if necessary and select an option from Enforce Referential Integrity if necessary. These options give Access permission to automatically make changes to referential tables if key records in one of the tales are deleted. Check the Enforce Referential Integrity box to ensure that the relationships are valid and that the data is not accidentally deleted when data is added, edited, or deleted. Click Create to create the link.
d. A line now connects the two fields in the Relationships window.
e. The datasheet of a relational table will provide expand and collapse indicators to view subdatasheets containing matching information from the other table. In the example below, the student address database and student grade database were related and the two can be shown simultaneously using the expand feature. To expand or collapse all subdatasheets at once, select Format/Subdatasheet/Expand All or Collapse All from the toolbar
a. Click the Relationships button on the toolbar.
b. From the Show Table window (click the Show Table button on the toolbar to make it appear), double click on the names of the tables you would like to include in the relationships. When you have finished adding tables, click Close.
c. To link fields in two different tables, click and drag a field from one table to the corresponding field on the other table and release the mouse button. The Edit Relationships window will appear. From this window, select different fields if necessary and select an option from Enforce Referential Integrity if necessary. These options give Access permission to automatically make changes to referential tables if key records in one of the tales are deleted. Check the Enforce Referential Integrity box to ensure that the relationships are valid and that the data is not accidentally deleted when data is added, edited, or deleted. Click Create to create the link.
d. A line now connects the two fields in the Relationships window.
e. The datasheet of a relational table will provide expand and collapse indicators to view subdatasheets containing matching information from the other table. In the example below, the student address database and student grade database were related and the two can be shown simultaneously using the expand feature. To expand or collapse all subdatasheets at once, select Format/Subdatasheet/Expand All or Collapse All from the toolbar
Queries
Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet. The resulting collection of records, called a dynaset (short for dynamic subset), is saved as a database object and can therefore be easily used in the future. The query will be updated whenever the original tables are updated. Types of queries are select queries that extract data from tables based on specified values, find duplicate queries that display records with duplicate values for one or more of the specified fields, and find unmatched queries display records from one table that do not have corresponding values in a second table. Follow these steps to create a new query in Design View:
a. From the Queries page on the Database Window, click the New button.
b. Select Design View and click OK.
c. Select tables and existing queries from the Tables and Queries tabs and click the Add button to add each one to the new query.
d. Click Close when all of the tables and queries have been selected.
e. Add fields from the tables to the new query by double-clicking the field name in the table boxes or selecting the field from the Field: and Table: drop-down menus on the query form. Specify sort orders if necessary.
f. Enter the criteria for the query in the Criteria: field. The following table provides examples for some of the wildcard symbols and arithmetic operators that may be used. The Expression Builder can also be used to assist in writing the expressions
a. From the Queries page on the Database Window, click the New button.
b. Select Design View and click OK.
c. Select tables and existing queries from the Tables and Queries tabs and click the Add button to add each one to the new query.
d. Click Close when all of the tables and queries have been selected.
e. Add fields from the tables to the new query by double-clicking the field name in the table boxes or selecting the field from the Field: and Table: drop-down menus on the query form. Specify sort orders if necessary.
f. Enter the criteria for the query in the Criteria: field. The following table provides examples for some of the wildcard symbols and arithmetic operators that may be used. The Expression Builder can also be used to assist in writing the expressions
Query Wildcards and Expression Operators | |
Wildcard / Operator | Explanation |
? Street | The question mark is a wildcard that takes the place of a single letter. |
43th * | The asterisk is the wildcard that represents a number of characters. |
<100 | Value less than 100 |
>=1 | Value greater than or equal to 1 |
<>"FL" | Not equal to (all states besides |
Between 1 and 10 | Numbers between 1 and 10 |
Is Null Is Not Null | Finds records with no value or all records that have a value |
Like "a*" | All words beginning with "a" |
>0 And <=10 | All numbers greater than 0 and less than 10 |
"Bob" Or "Jane" | Values are Bob or Jane |
g. After you have selected all of the fields and tables, click the Run button on the toolbar.
h. Save the query by clicking the Save button.
Create Form in Design View
To create a form from scratch without the wizard, follow these steps:
a. Click the New button on the form database window.
b. Select "Design View" and choose the table or query the form will be associated with the form from the drop-down menu.
c. Select View/Toolbox from the menu bar to view the floating toolbar with additional options.
d. Add controls to the form by clicking and dragging the field names from the Field List floating window. Access creates a text box for the value and label for the field name when this action is accomplished. To add controls for all of the fields in the Field List, double-click the Field List window's title bar and drag all of the highlighted fields to the form.
a. Click the New button on the form database window.
b. Select "Design View" and choose the table or query the form will be associated with the form from the drop-down menu.
c. Select View/Toolbox from the menu bar to view the floating toolbar with additional options.
d. Add controls to the form by clicking and dragging the field names from the Field List floating window. Access creates a text box for the value and label for the field name when this action is accomplished. To add controls for all of the fields in the Field List, double-click the Field List window's title bar and drag all of the highlighted fields to the form.
Command Buttons
In this example, a command button beside each record is used to open another form.
a. Open the form in Design View and ensure that the Control Wizard button on the toolbox is pressed in.
b. Click the command button icon on the toolbox and draw the button on the form. The Command Button Wizard will then appear.
c. On the first dialog window, action categories are displayed in the left list while the right list displays the actions in each category. Select an action for the command button and click Next.
d. The next few pages of options will vary based on the action you selected. Continue selecting options for the command button.
f. Choose the appearance of the button by entering caption text or selecting a picture. Check the Show All Pictures box to view the full list of available images. Click Next.
g. Enter a name for the command button and click Finish to create the button
a. Open the form in Design View and ensure that the Control Wizard button on the toolbox is pressed in.
b. Click the command button icon on the toolbox and draw the button on the form. The Command Button Wizard will then appear.
c. On the first dialog window, action categories are displayed in the left list while the right list displays the actions in each category. Select an action for the command button and click Next.
d. The next few pages of options will vary based on the action you selected. Continue selecting options for the command button.
f. Choose the appearance of the button by entering caption text or selecting a picture. Check the Show All Pictures box to view the full list of available images. Click Next.
g. Enter a name for the command button and click Finish to create the button
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