Create Data Entry Form in Access
We now turn our attention to creating the data entry form. As discussed before, a data
entry form makes the user's job easier by automating some of their tasks, and makes sure
that only proper data is accepted into the database.
We will start by letting Access automatically create a data entry form (hereinafter called
just form), and then customize it to our needs.
Click on the Forms button, then double-click Create Form by using Wizard.
Access (and other Microsoft products) make use of Wizards to automate many tasks.
Often, it is efficient to let the Wizard do most of the work for you and then manually
finish the task. We'll adopt this strategy in creating the form. Typically, a Wizard will ask
you a series of questions. In this example, supply the following answers:
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Which fields do you want on your form? - We'll be using all the fields from the
Correspondence table, so you can move all the fields from the "Available" to the
"Selected" area. The double arrow (>>) will do this quickly.
What layout would you like for your form? - You can experiment with the
different layouts, but for this exercise, choose Columnar.
What style would you like? - Again, you can play with the different styles; for this
exercise we'll use the simple Standard style.
What title would you like for your form? - In this exercise the database is fairly
straightforward, so we can call it Correspondence. In more complex databases
with multiple forms and tables, you would want to give the form a more
descriptive name.
On the last screen, make sure the option is chosen to "Open the form to view or enter
information" and then click on the "Finish" button.
After a few seconds, the data entry form will appear on your screen.
Note how the form uses combo boxes for the CorrespondenceForm, AssignedTo,
Category, ResponseForm, and Closed fields. This reflects the specifications chosen as the
table was defined. For the other fields this form is very utilitarian; it only provides spaces
to enter data into the table. The VCR-type buttons on the bottom of the form are used to
navigate through the table and add new records.
The form can be customized to provide more help to the person entering data. To get
started, we must go from a data-entry to a form-design mode. Click View on the menu on
top of the screen, then Design View.
There are many tools available to customize the form; we'll only touch on a few of them.
First, you have to understand the terminology of what's happening.
Each component on the form is called a control by Access. So a form consists of a set of
different kinds of controls. Controls can be used to accept data into the table, perform
processing, or simply display data. In defining controls that accept data, Access has to be
told which data element is linked to the control. Types of controls include:
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Text boxes - for accepting and displaying data. Text boxes have two
comoponents; a label that describes what goes in the text box, and the space for
actually entering and displaying data. The label is also called a "prompt". Most of
the controls in this form are at present text boxes.
Labels - for displaying static information. Labels can be used to display a title of
the form, for instance.
Combo boxes - for providing the user with a list of predefined valid values from
which to choose. For instance, we previously specified that whenever the
"AssignedTo" field is displayed for data viewing or entry, a combo box control is
used.
Note that to the left is a Toolbox, which displays the types of controls that are available.
(If you don't see a toolbox, click on "View" menu at the top of the screen, then select
"Toolbox."). To add a new control to the form, simply click on the control in the Toolbox,
then click on the chosen location on the form. To manipulate a control, you first have to
select it. This is done by clicking on it. A control will show that it's selected by "handles"
around it. Once selected, a control can be moved, resized, or have its properties adjusted.
Each control has a set of properties that you as the designer can change to affect how the
control operates. Some of the more important parts of a control's properties include:
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Data source - which data element in the table is this control associated with
Input mask - defines how data would be accepted and formatted as it is typed
into the field. An input mask is like a template or a pattern. They are useful for
guiding the user through entering data into a particular field. Access has several
commonly-used input masks that are available, like date, phone numbers and
social security numbers. An input mask for social security number would only
accept the digits 0 through 9. The user would not have to enter the dashes, but
they would appear on the screen. For example, the user would just type the 9
digits in a row (i.e.:352449888) but it would appear as 352-44-9888. The dashes
would not be stored in the table.
Default value - a value for the field that will show up when the user starts to enter
a new record.
There are many other properties that you can adjust to fine-tune the behavior of a control.
Different types of controls have different sets of properties. To bring up a list of the
control's properties, you can right-click on any control to bring up a small menu. Select
Properties to view and change the control's properties.
Below is the form after having been customized. The following things have been done, to
hopefully stimulate your imagination as to the possibilities:
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The IDNumber is automatically maintained by Access. As such, you don't want
the user changing it. The Locked property for this control has been changed to
Yes, which prevents the user from making changes to this field. Clicking on the X
will close the Properties panel.
The controls for the two date fields (DateReceived, ResponseDate) have been
given input masks that make them accept data in the form of mm/dd/yy. To do
this, right-click on the control, click on Properties, then click on the Data tab.
Clicking on the Input Mask area will reveal a small box, as illustrated in the
diagram above. Clicking on the box will invoke Access' Input Mask Wizard,
which will ask you to select a predefined mask, or create your own. Select Short
Date, then click on Finish.
A Label control has been added to the right of the SenderName field, prompting
the user to enter last name first.
Here's what the form now looks like, with some data entered. Note how the combo box
for AssignedTo works.
There are many more things you can do in Access to customize the form. You can add
graphics, lines, and color, change fonts, and do a multitude of special processing to make
the form more user-friendly and ensure proper data entry.
The next step after creating the form is entering some records. This is necessary to do the
next steps, designing a query and a report.
Next: Designing a query