Creating Forms
Microsoft Access 2003 - Module 4
IT Training
Access 2003 – Creating Forms - Module 4
About This Training Manual
This material is yours to keep and is intended as a guide to be used during the
training course and as a reference once the course is completed. Each section
begins with a list of topics to be explored. The courseware is designed so that each
topic is fully explained and step–by-step instructions are given.
There are a number of conventions used in this Training Manual:
 Commands to follow are shown in BOLD
 Keys to press are shown in square brackets [ ]

 This marks the start of a method for performing a specific task
 NOTE: This marks additional information or points out a common pitfall

[Ctrl] + [Page up] This means the first key is used in conjunction
with the second
MSAS4v1.8.06
1
Access 2003 – Creating Forms - Module 4
MSAS4v1.8.06
2
Access 2003 – Creating Forms - Module 4
Access Module 4 Course Contents
CHAPTER 1 - WORKING WITH FORMS
VIEWING FORMS ......................................................................................... 6
MOVING AROUND FORM VIEW .......................................................................... 8
EDITING FORMS .......................................................................................... 9
CREATING FORMS ...................................................................................... 12
ENHANCING A FORM ................................................................................... 16
CREATING A FORM WITH MULTIPLE TABS........................................................... 23
SUB FORMS ............................................................................................. 25
LINKING A MAIN FORM AND A SUB FORM .......................................................... 30
LIST BOXES AND COMBO BOXES..................................................................... 31
COMMAND BUTTONS ................................................................................... 34
ADDING A PICTURE/OBJECT TO A FORM ............................................................ 35
AUTOMATIC START-UP FORMS ....................................................................... 39
CHAPTER 2 - EXERCISES
CREATING FORMS ...................................................................................... 42
CHAPTER 3 - MORE INFORMATION
MORE INFORMATION ................................................................................... 45
KEYBOARD SHORTCUTS ............................................................................... 46
MSAS4v1.8.06
3
Access 2003 – Creating Forms - Module 4
MSAS4v1.8.06
4
Access 2003 – Creating Forms - Module 4
Chapter 1
Working with Forms
Topics
The following topics are covered in this chapter:











Viewing Forms
Moving Around Form View
Editing Forms
Creating Forms
Enhancing A Form
Creating A Form With Multiple Tabs
Sub Forms
List Boxes And Combo Boxes
Command Buttons
Adding A Picture/Object To A Form
Automatic Start-Up Forms
MSAS4v1.8.06
5
Access 2003 – Creating Forms - Module 4
Viewing Forms
A Form is a user-friendly screen displaying selected table or query information for data
entry and viewing. Fields, data, pictures, calculations, header, footers, lines and colours
can be displayed.
Note: Forms can contain subforms. A subform is a form within a form. The primary
form is called the main form and the form within the form is called the subform
Forms have three views:

Design View

Form View

Datasheet view
Once a form has been created in Design view, it can be viewed in Form view or Datasheet
view.

To Open a Form
Using the Mouse:
1. In the Database window, choose the forms tab
2. Double click the Form to view
MSAS4v1.8.06
6
Access 2003 – Creating Forms - Module 4

To Display Design View
Using the Mouse:
1. Open the Form
2. On the Form Design Toolbar click
Form Selector
Design Grid
A Control

To Display Form View
Using the Mouse:
1. On the Form Design Toolbar Click

To Display Datasheet View
Using the Mouse:
1. In Form view , click the arrow to the right of
2. Choose Datasheet view
MSAS4v1.8.06
7
Access 2003 – Creating Forms - Module 4
Moving around Form View
When viewing adding or changing records in form view the following may be used:

To Display Datasheet View
Using the Mouse:
1. Click the required navigation button
First
Record
Next
Record
Previous
Record
New
Record
Last
Record
Using the Keyboard:
Key
Action
[TAB]
Move to next Field
[SHIFT] + [TAB]
Move to previous Field
[END]
Move to last Field in record
[HOME]
Move to first Field in record
[CTRL] + [HOME]
Move to first record
[CTRL] + [END]
Move to last record
[CTRL] + [PAGE UP]
Move to current Field in previous record
[CTRL] + [PAGE DOWN]
Move to current Field in next record
[PAGE UP]
Move to previous record screen
[PAGE DOWN]
Move to next record screen
MSAS4v1.8.06
8
Access 2003 – Creating Forms - Module 4
Editing Forms
A Form can be edited in Design view.
All the information on a Form or Report is contained in Controls. Controls are objects that
display on a form or report that display data, perform actions or are used for
presentation. There are numerous types of controls available in Access, which are
accessible using the ToolBox in Form Design view.
Controls can be bound, unbound or calculated. A bound control is tied to a field in an
underlying table or query. Bound controls are used to display, enter and update values
from fields in the database. Calculated controls use an expression as its source data. An
expression can use data from a field in an underlying table or query of a form or another
control on the form. An unbound control does not have a data source. The unbound
controls are used to display information, lines rectangles and pictures.
Control items can be moved, sized, copied and deleted following selection.

To Select Individual controls
Using the Mouse:
1. In the Toolbox, click
2. Click on the required control
The control is selected and displays moving and sizing handles
Moving Handles
Sizing Handles
Selected
Control
Label
MSAS4v1.8.06
Field
9
Access 2003 – Creating Forms - Module 4

To Select a Group of Controls
Using the mouse:
1. In the Toolbox click
2. Click the first control
3. Hold down [SHIFT]
4. Select the next control
5. Repeat until all controls are selected

To Select all Controls
Using the Mouse:
1. In the Toolbox click
2. Click the Form Selector
A black dot will appear in the form selector to indicate that the entire form is
selected

To Move a Control
Using the Mouse:
1. Select the control to move
2. Position the Mouse pointer on any edge of the selected control
3. The Mouse pointer changes to a hand
4. Click and Drag the control to the new location
5. Release the Mouse button

To Move a Control without the Label
Using the Mouse:
1. Select the required control
2. Position the Mouse pointer on the moving handle of the selected control
3. The Mouse pointer changes to a pointing hand
4. Click and drag the control to a new location
5. Release the Mouse button

To Size a Control
Using the Mouse:
1. Select the control
2. Position the Mouse pointer on a sizing handle
The mouse pointer changes to a double headed arrow
3. Click & Drag the sizing handle to the required size
4. Release the Mouse button
MSAS4v1.8.06
10
Access 2003 – Creating Forms - Module 4

To Delete a Control
Using the Menu:
1. Select the control
2. Choose [Delete]
The selected Control is deleted
MSAS4v1.8.06
11
Access 2003 – Creating Forms - Module 4
Creating Forms
Users can create their own forms or allow access to create them automatically using a
wizard. A wizard can speed up the process of creating a form as it does all the basic
work. When using a wizard, Access prompts for information and creates a form based on
the answers.

To Create a Form using the Wizard
Using the Mouse:
1. In the Database window, choose the Forms tab
2. In the database window, click
The New Form dialogue box displays
3. Choose Form Wizard
4. In the drop down box choose the required table/query
5. Choose OK
The Form wizard displays
6. Add the required fields by clicking
7. Choose Next
MSAS4v1.8.06
12
Access 2003 – Creating Forms - Module 4
8. Select the required Form layout e.g. columnar
9. Choose Next
10. Select the required Form Format
11. Choose Next
12. Type the required Form Title
13. Choose Finish
Access automatically creates a form. The form created by the wizard can be modified to
suit the users requirements.
MSAS4v1.8.06
13
Access 2003 – Creating Forms - Module 4

To Create a Form in Design View
Using the Mouse:
1. In the Database window, choose the Forms object view
2. Double click Create Form in Design View
3. A blank form will be created
MSAS4v1.8.06
14
Access 2003 – Creating Forms - Module 4

To Choose the Table/Query the Form is attached to
Using the Mouse:
1. Open the Form and switch to Design view
2. Double click the Form Selection area indicated below to display the form
properties
Double Click for
form properties
The Form properties box will now appear
3. In the Record Source option, select the drop down arrow and choose the
table/query for which this form will be attached to.
MSAS4v1.8.06
15
Access 2003 – Creating Forms - Module 4
Enhancing a Form
Forms can have many enhancements applied to them, e.g. changing the background
colour of the form.
In Form Design view text or data that displays as a control can be altered in several
ways.

To Change Text in a Label
Using the Mouse
1. In the Form design, select the label to change
2. Click the label text
The insertion point displays
3. Position the insertion point as required
4. Type the required text
5. To view the changes, click away from the label
Note: To delete characters to the left of the insertion point click [Backspace] key or to
delete characters to the right of the insertion point click [Delete]

To Change the Field a Text box is bound to
Using the Mouse:
1. Select the required text box
2. In the Form Design Toolbox, click
The Text Box dialogue box displays
3. Choose the All tab
4. Click on the control source and click
A list of fields display
5. Choose the required field name
6. Click
MSAS4v1.8.06
to close text box properties
16
Access 2003 – Creating Forms - Module 4
Using the Menu
1. Select the required text box
2. Choose View, Properties
Or
Click the right mouse button on the selected text box, choose Properties
The text box dialogue box appears
3. Follow steps 3 to 6 as mouse method
Using the Grid
In Form Design view use the Grid to align or evenly size control

To Show/Hide the Grid
Using the Menu:
1. Choose View, Grid
Or
Click the Right Mouse on the form background, choose grid
Aligning Controls
Controls can be aligned with each other in several ways:
Alignment Description
Left
Aligns the left edges of the controls with the left edge of the most control
Right
Aligns the right edges of the controls with the right edge of the right most
control
Top
Aligns the top edges of the controls with the top edge of the highest
control
Bottom
Aligns the bottom edges of the control with the bottom edge of the lowest
control
To Grid
Aligns the top left corner of each selected control to the nearest point on
the grid
MSAS4v1.8.06
17
Access 2003 – Creating Forms - Module 4

To Align Controls with each other
Using the Menu:
1. Select the control to align
2. Choose Format, Align
Or
Click the Right Mouse Button on the selected control and choose Align
3. Choose the required alignment
Note: If any of the selected controls would normally overlap after being aligned, access
will not overlap them. Instead the controls are automatically placed with their edges next
to each other
Alter Spacing between Controls
The horizontal and vertical space between controls can be altered. Access offers the
following choices:
Spacing
Description
Make equal
Equalises the horizontal or vertical space between three or more
selected controls
Increase
Increases the horizontal or vertical space between selected controls by
one grid point. If the selection includes three or more controls, spacing
is first equalised and then increased.
Decrease
Decreases the horizontal or vertical space between selected controls by
one grid point. If the selection includes three or more controls, spacing
is first equalised and then decreased.

To Alter Spacing
Using the Menu:
1. Select the controls to adjust
2. Chose Format, Horizontal Spacing
Or
Choose Format, Vertical Spacing
3. Choose the required spacing type
Note: When the space between controls is increased or decreased, the left most
(horizontal spacing) and highest (vertical spacing) controls do not change position.
When the space between controls is made even, only the middle controls actually
adjust, the top and bottom controls do not change position
MSAS4v1.8.06
18
Access 2003 – Creating Forms - Module 4
Changing the Size of Controls
The size command can be used to quickly adjust control size.
Choices
Description
To Fit
Sizes the selected control relative to its contents. Useful if the font size
has been increased
To Grid
Moves all sides of selected controls in or out to meet the nearest points
on the grid
To Tallest
Sizes selected controls to the same heights as the tallest selected control
To Shortest
Sizes selected controls to the same height as the shortest selected
control
To Widest
Sizes selected controls to the same width as the widest selected control
To Narrow
Sizes selected controls to the same width as the narrowest selected
control

To Alter Spacing
Using the Menu:
1. Select the control to change
2. Choose Format, Size
Or
Click the Right Mouse button on the selected control, choose Size
3. Select the required sizing option
Adding Controls to Forms
Other controls can be added to a form in Form design view, e.g. explanatory text or fields
not added when the form was created.

To Add a Text Box
Using the Mouse:
1. In the Toolbox, click
2. Click on the Form where the Text Box is to be displayed
The Text Box is inserted with the words unbound. A label is also inserted to
the left of the text box
3. Click the insertion point inside the Text Box , type the required text
4. Press the [Return] Key
MSAS4v1.8.06
19
Access 2003 – Creating Forms - Module 4

To Add an Existing Field
Using the Mouse:
1. In the Form Design Toolbar, click
A List of all fields in the underlying record source displays
2. Click and Drag the required field from the list onto the form
3. Release the Mouse button
4. Repeat steps 2 and 3 for each field required
5. In the Field List, click

to close it
To Add a Label
Using the Mouse:
1. In the Toolbox, click
2. Click on the Form where the label is to display
3. The Label is inserted into the form. An insertion point flashes inside the label.
4. Type the required text
5. The size of the label changes to accommodate the text being typed
6. Press the [Return] Key
MSAS4v1.8.06
20
Access 2003 – Creating Forms - Module 4
Calculated Fields
Calculated fields can be added to a form, e.g. new salary field added based on existing
salary field multiplied by 10%. Expressions for calculations on numeric fields must be
preceded by = and fields placed in []. Mathematical operators / * - + can be used.

To Add a Calculated Field
Using the Mouse:
1. In the Toolbox Toolbar, click
2. Click on the form where the calculated field is to display
3. Type the required label, e.g. New Salary
4. Type the calculated field, e.g. =[Salary]*1.1
5. Press the [Return] Key
Calculated
field
6. In the Form Design Toolbar, click
Formatting Forms
The appearance of a form or parts of a form can be altered using various tools available
in the Formatting Toolbar.

To Format a Control
Using the Mouse
1. In the Form Design View, select the control to format
2. In the Formatting toolbar, click on the required button
Italics
Object
Selected
MSAS4v1.8.06
Font
Type
Font
Size
Bold
Left
Align
Underline
Right
Align
Centre
Align
Font
Colour
Fill
Colour
Border
Width
Border
Colour
Border
Effect
21
Access 2003 – Creating Forms - Module 4

To Copy and Paste Formats
Using the Mouse:
1. In Form Design View, select the control containing the formats to copy
2. In the Form Design Toolbar, click
to copy the formats once
Or
Double click
to copy the format several times
3. Click on the control to apply the selected formats
4. If you are copying multiple formats click

to stop copying
To Format the Entire Form
Using the Mouse:
1. In the Form Design Toolbar click
The AutoFormat dialogue box displays
2. In the Form AutoFormats box, select the required format
3. Choose OK
Using the Menu:
1. In Form Design View, choose Format, AutoFormat
2. Follow Steps 2 and 3 as mouse method
MSAS4v1.8.06
22
Access 2003 – Creating Forms - Module 4
Creating a Form with Multiple Tabs
With a Tab control, separate pages are all built into one control. To switch pages, the
user simply clicks on the required Tab.

To Add a Tab Control
Using the Mouse:
1. Open the Form in Design View
2. In the Toolbox, click
3. Click on the Form where the tab control is to be displayed
Access adds a tab control with two pages. The first page is displayed
4. Click and Drag the required fields onto the first Page
5. Click the second tab
6. Click and Drag the required fields onto the second page
Note: Controls will only be allowed to drag onto the page form the Field list box.
Controls cannot be dragged onto a page from another part of a from or from another
page

To Change the Name of the Tab
Using the Mouse:
1. Right Mouse click the tab to rename
2. Choose Properties
3. Click all on the All tab
4. In the Name box, type the required name
5. In the Page Properties dialogue box, click
MSAS4v1.8.06
to close it
23
Access 2003 – Creating Forms - Module 4

To Add Pages to the Tab Control
Using the Mouse:
1. In the Design View, click the right mouse button on the tab control.
2. Chose Insert Page

To Add Pages to the Tab Control
Using the Mouse:
1. Click the Right Mouse button on the tab of the page to delete
2. Choose Delete Page

To Change the Page Order
Using the Mouse:
1. In the Form Design View, right rouse click on a tab control
2. Choose Page Order
The Page Order Dialogue Box is displayed
3. In the Page Order box, click on the name of the page to move
4. Choose Move Up
Or
Choose Move Down
5. Choose OK
MSAS4v1.8.06
24
Access 2003 – Creating Forms - Module 4
Sub Forms
A Sub Form is a form that is inserted into another form. When forms are combined, one
of them must serve as the main form. The Main Form is either bound (based on a
table/query) or unbound (not based on a table/query).
Main Form
Sub Form
An unbound Main Form can serve as a container for unrelated Sub Forms that the user
wants to combine. A bound Form is tied to an underlying table or query. Sub Forms
should contain information that is related to the data in the main report.
Data common to two or more parallel Sub Forms can be saved in a Main Form. An
unlimited number of sub forms can be held in a main form. Additionally, a Main Form can
contain up to two levels of Sub Forms. E.g. a form can contain a Sub Form and that Sub
Form can contain a Sub Form.
When a Sub Form that contains information is inserted in the Main Form, the Sub Form
control must be linked to the Main Form. The link ensures that the records shown in the
Sub Form correspond correctly to the records printed in the Main Form.
When a Sub Form is created, access automatically synchronises the Main Form and Sub
Form if certain conditions are met:

The forms are based on tables that already have relationships that the user set in
the relationship window

The Main Form is based on a table with a primary key and the Sub form is based
on table that contains a field with the same name as that primary key and with
the same or compatible data type
Note: Access uses the Link Master Fields and Link Child fields properties of the Sub Form
control to link the Main form to the Sub Form. If Access does not link the Main Form and
the Sub Form, the user can set the Link Master Fields and Link Child Fields properties
manually
A Sub Form can be created specifically for inclusion into an existing form, or an existing
form can be added to another existing form to create a form with Sub Form.
MSAS4v1.8.06
25
Access 2003 – Creating Forms - Module 4

To Create a Main Form & Sub Form Using the Form Wizard
Using the Mouse:
1. Choose the Forms Tab
2. Choose New
3. Select Form Wizard
4. Choose the required table/query to base the Main Form on
5. Choose OK
The Form Wizard dialogue box appears
6. Use the chevron buttons to select which fields should be included in the Main
form
7. In the Tables/Queries box, choose the table to base the main form on
8. Use the chevron buttons to select which fields are to be included in the sub
form
Note: The Key field does not need to be included twice
9. Choose Next
MSAS4v1.8.06
26
Access 2003 – Creating Forms - Module 4
10. Choose to view data as a Subform or as a linked form
11. Choose Next
12. Choose how the Sub Form is to be displayed
13. Choose Next
14. Choose the required Form Format
15. Choose Next
MSAS4v1.8.06
27
Access 2003 – Creating Forms - Module 4
16. Type the required Object names for the Form & Sub Form
17. Choose Finish
The Form with Sub Form should now open
MSAS4v1.8.06
28
Access 2003 – Creating Forms - Module 4

To Create a Main Form & Sub Form Using the Form Wizard
Using the Mouse
1. Open the Form to be used as the main form
2. In the Toolbox, check that
is selected
3. In the toolbox click
4. Click on the report where the sub report is to be displayed
The Sub Form Wizard displays
5. Follow the Wizard steps (Choosing an existing table or form)
6. On completion choose Finish
7. The Sub Form is created
Note: If the Sub Form is to be linked to the main form, make sure relationships are set
up correctly before creating the Sub Form
MSAS4v1.8.06
29
Access 2003 – Creating Forms - Module 4
Linking a Main Form and a Sub Form
As previously mentioned, when a Sub Form is created with the form or Sub Form wizard,
Access should automatically link the two forms together if certain conditions are met. If
these conditions are not met then the user can link the forms manually

To Link a Main Form and a Sub Form
Using the Mouse:
1. In Design View of the Main Form, right mouse click the Sub Form control
2. Choose Properties
3. In the Link Child Fields box, type the name of the linking field e.g. ID
4. In the Link Master Fields box, type the name of the linking field
5. Click
to close the property box
Note: The linking fields do not have to appear in the Main form or the Sub Form, but
they must be included in the underlying record source. If the Form wizard was used to
create the Sub Form, Access automatically includes the linking fields in the underlying
record source even if they were not selected in the wizard. The linking fields must
contain the same kind of data and have the same or compatible data type or field size.
MSAS4v1.8.06
30
Access 2003 – Creating Forms - Module 4
List Boxes and Combo Boxes
A List Box allows the user to select a value from a list rather than remember a value to
type. A List of choices helps to ensure that the value entered in a field is correct. The
list in a List Box consists of rows of data. The rows can have one or more columns, which
can appear with or without headings. If a multiple-column list box is bound, access
stores the value from one of the columns.
List Box
A Combo Box is very similar to a list box, allowing the user to select a value from a list
rather than remember a value to type. However, a Combo box does not display the list
automatically, the user has to click a drop down arrow to display the list, this takes up
less space on the form.
Combo Box

To Create a List/Combo Box that Displays Fixed Values
Using the Mouse:
1. Open the Form/Report in Design View
2. In the Toolbox, Check that
3. In the Toolbox click
is selected
to create a List Box
Or
In the Toolbox, click
to create a Combo box
4. Click on the Form/Report where the list Combo is to display
The relevant Wizard Appears
MSAS4v1.8.06
31
Access 2003 – Creating Forms - Module 4
5. Choose I will type in the values I want
6. Choose Next
7. In the Number of Columns Box, type the required number of columns required
for the list/combo box
8. Type the required values in the columns provided
9. Choose Next
10. Choose the Field that will uniquely identify the Row, choose Next
11. Choose where you want to store the value
12. Choose Next
13. Type a label for the List/Combo Box, then choose Finish
14. Switch to Form view to test the List/Combo box

To Create a List/Combo Box that Displays Values from a
Table or Query
Using the Mouse:
1. Open Form in Design view
2. In the Toolbox, ensure that
3. In the Toolbox, click
is selected
to create a List Box
Or
In the Toolbox, click
to create a Combo box
4. Click on the form where the List/Combo box is to appear
5. Choose I want the List/Combo box to look up the values in a table or
query
6. Choose Next
7. Choose the table or query that contains the values to be included in the List
Box, Combo Box
8. Choose the fields that contain the values to be included in the List box, choose
Next
9. Choose the Field to contain the values
10. Choose Next
11. Type a label for the List/Combo Box, then choose Finish
12. Switch to Form View to test the List/Combo box
MSAS4v1.8.06
32
Access 2003 – Creating Forms - Module 4
List and Combo Box Properties
When a Wizard is used to create a List or Combo Box. Access sets properties for the
control. These Properties may be modified to work the way the user requires.

To Alter the List/Combo Box Properties
Using the Mouse:
1. Ensure you are in Form Design View
2. Right Mouse Click the List/Como Box
3. Choose Properties
Properties
Description
Row
Source
Type
The Row source type and Row source properties are used together to
specify how to provide data to a List Box or Combo Box, e.g. display rows of
data in a List Box from a query named orders, set the List box’s row source
property to table/query and its row source property the query named
orders.
Column
Count
Used to specify the number of columns displayed in a list box or in the drop
down of a Combo Box, e.g. set the column count property for a list box in
an employees form to 3, one column can list first names, another can list
last names and the third can list employee ID’s.
Count
Heads
Used to display a single row of column headings for List boxes or Combo
boxes.
Column
Width
Used to specify the width of each column in a multiple column Combo Box
or List Box.
Bound
Column
When a selection is made from the combo box or list, the bound column
property indicates which column’s values to use as the value of the control.
List Rows
Used to set the maximum number of rows to display in the List Box portion
of a Combo Box.
List Width
Used to set the width of the List Box portion of a Combo Box.
Limit to
List
Used to Limit a Combo Box’s values to the listed items.
Auto
Expand
Used to specify whether Access automatically fills the text portion of a
Combo Box with a value that matches the characters as they are typed into
the Combo Box.
On Not in
List
Used to automatically add a new value to a list.
MSAS4v1.8.06
33
Access 2003 – Creating Forms - Module 4
Command Buttons
Command buttons can be used to activate an action or set of actions within a form, to
navigate through records, to perform record operations, etc. Command buttons can be
created from ‘scratch’ or using a Wizard. The Wizard speeds up the process as it does all
the basic work for the user.
Command
Button

To Add a Command Button
Using the Mouse:
1. Open the Form/Report in Design View
2. In the Toolbox, ensure
is selected
3. In the Toolbox, click
4. Click where the button is to be displayed on the form
5. The Command Button Wizard appears
6. In the Categories box, choose the required category, e.g. Report Operations
7. In the Actions box, choose the required action e.g. Print Report
8. Choose Next
9. Follow the wizard step as necessary
10. On completion choose Finish
11. Switch to Form view to test the command button
MSAS4v1.8.06
34
Access 2003 – Creating Forms - Module 4
Adding a Picture/Object to a Form
Objects that have been created in other applications can be added to a Form, such as an
image created in Microsoft Photo Editor, a worksheet created in Microsoft Excel or a
document created in Microsoft Word. How an object or picture is added to a form
depends whether the object is bound or unbound.
Object
Description
Bound
A Bound object is stored in a table, when the user moves to a new
record, the object displayed in the form changes. E.g. a different photo
for each staff record
Unbound
An unbound object is stored in the design of the form. When the user
moves to a new record the object does not change. E.g. a company logo
which stays the same regardless of which record is displayed
Creating Bound Objects
As mentioned above, when creating bound objects, they must be created within the table
for which the form is based on. Within the table, a new field should be created which will
contain the objects. The data type for this field must be an OLE Object.

To Create a OLE Object Field
Using the Mouse:
1. In the Table Design view, type the required field name, e.g. Staff Photo
2. Choose OLE Object as the data type
3. Save the table
MSAS4v1.8.06
35
Access 2003 – Creating Forms - Module 4

To Enter an Saved Object into a Table
Using the Mouse:
1. Open the table in Datasheet view
2. Right mouse click into the cell that will contain the object
3. Choose Insert Object
The Insert Object dialogue box will appear
4. Choose Create from File
5. Choose Browse
6. Locate the Object to insert, then choose OK
7. Choose OK
8. Repeat steps 2 – 7 for other cells
MSAS4v1.8.06
36
Access 2003 – Creating Forms - Module 4

To Insert an Unbound Picture into a Form
Using the Menu:
1. Open the form that will contain the Bound Object
2. Change the view to Design view
3. Choose Insert, Picture
4. Locate the picture to insert
5. Choose OK

To Add a Background Picture
Using the Mouse:
1. Open the form to add the background picture to
2. Change to Design view
3. In the form design toolbar, click
4. Choose the All tab
5. Click into the Picture Option and choose
6. Locate the picture to have as the background
7. Choose OK
8. Choose the required Picture Option
MSAS4v1.8.06
37
Access 2003 – Creating Forms - Module 4
Picture Property
Description
Picture Type
Used to specify whether access stores an objects picture as a
linked or embedded object.
Picture Size Mode
Used to specify how a picture for a form is sized. There are
three choices available. Clip – displays the picture in its actual
size. If the picture is larger than the form then the picture is
clipped. Stretch – the picture is stretched horizontally and
vertically to fill the entire form, even if the original ration of
height and width is distorted. Zoom – the picture is enlarged
to the maximum size possible while keeping its original ration
of height and width.
Picture Alignment
Used to specify where a background picture will appear on the
form.
Picture Tiling
Used to specify whether a background picture is tiled across
the entire form.
9. Click
MSAS4v1.8.06
to close the Property box
38
Access 2003 – Creating Forms - Module 4
Automatic Start-up Forms
It is possible to ensure that a particular Form automatically displays each time the user
opens the database.

To Set Start up Options
Using the Menu:
1. Open the Database
2. Choose Tools, Startup
The Startup dialogue box appears
3. In the Display Form box, click
and choose the required Form
4. Choose OK
MSAS4v1.8.06
39
Access 2003 – Creating Forms - Module 4
NOTES 
MSAS4v1.8.06
40
Access 2003 – Creating Forms - Module 4
Chapter 2
Exercises
Topics
The following topics are covered in this chapter:
 Creating Forms
MSAS4v1.8.06
41
Access 2003 – Creating Forms - Module 4
Creating Forms
1. Open the Database ‘Employee Database’
2. Create a new Form in design view based on tblEmployees
3. Design the Form to look like the one below
4. Save the Form as frmEmployees
MSAS4v1.8.06
42
Access 2003 – Creating Forms - Module 4
Chapter 3
More Information
Topics
The following topics are covered in this chapter:
 More Information
 Keyboard Shortcuts
MSAS4v1.8.06
43
Access 2003 – Creating Forms - Module 4
More Information
We hope that you have found the course helpful and this training documentation easy to
use. If you require more information about other courses we run, please visit our IT
Training Website at:
http://www.uwe.ac.uk/training
Visit our web pages to find:

A comprehensive list of all IT courses currently available with information about
course contents, duration and course tutor.

An up-to-date timetable of when our courses are running and availability.

Online Resources including links to all our training documentation, MELL (Microsoft
E-learning Library), FAQ’s and training videos.

Contact Information
If you want to ask the IT Training Team a question about any aspect of training, please
contact us at [email protected] or phone Clare Barber on ext: 81202
MSAS4v1.8.06
44
Access Keyboard Shortcuts
Database Actions
Editing
Description
Shortcut Keys
Description
Shortcut keys
Open existing database
[CTRL] + [O]
Select all
[CTRL] + [A]
Open a new database
[CTRL] + [N]
Copy
[CTRL] + [C]
Save
[CTRL] + [S]
Cut
[CTRL] + [X]
Save record
[SHIFT] + [ENTER]
Paste
[CTRL] + [V]
Print
[CTRL] + [P]
Undo
[CTRL] + [Z]
Display database window
[F11]
Redo
[CTRL] + [Y]
Find and Replace
[CTRL] + [F]
Find
[CTRL] + [F]
Copy
[CTRL] + [C]
Replace
[CTRL]+ [H]
Cut
[CTRL] + [X]
Spell checker
[F7]
Paste
[CTRL] + [V]
Undo
[CTRL] + [Z]
Help
[F1]
Toggle between Form and Design view
[F5]
Toggle between Edit mode and
Navigation mode
Open window for editing large content
fields
Switch from current field to current
record
Other
[F2]
[SHIFT] + [F2]
[ESC]
Navigating Through a datasheet
Description
Shortcut keys
Description
Shortcut Key
Insert line break in a memo field
[CTRL] + [ENTER]
Next field
[TAB]
Insert current date
[CTRL] + [;]
Previous field
[SHIFT] + [TAB]
Insert current time
[CTRL] + [:]
First field of record
[HOME]
Copy data from previous record
[CTRL] + [']
Last field of record
[END]
Add a record
[CTRL]+ [+]
Next record
[DOWN ARROW]
Delete a record
[CTRL] + [-]
Previous record
[UP ARROW]
First field of first record
[CTRL] + [HOME]
Last field of last record
[CTRL] + [END]