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Using Form view Microsoft Access 2007

    The biggest problem with Datasheet view is that it can be confusing to find a field for a specific record. Because most people are familiar with paper forms or index cards that arrange related data (fields) on a page, Access offers you Form view.

    Form view simply displays the fields of a single record onscreen. To use Form view, you must first create a form and arrange your fields on that form. After you create a form, you can add, edit, and view data through that form.

    Creating a form

    The simplest way to create a form is to let Access design one for you, which you can modify. To create a form quickly, follow these steps:

    1. Click the Office Button and then choose Open.

    The Open dialog box appears.

    2. Click the Access database file you want to add or edit data. Then click Open.

    Access displays your chosen database.

    3. In the All Tables pane on the left of the screen, double-click a table. Access displays the Datasheet view of your database.

    4. Click the Create tab.

    5. Click the Form icon in the Forms group.

    Access creates a form as shown in Figure 16-9. Notice that the form name automatically uses the name of the database table you chose in Step 3.

    6. Click the Office Button and then choose Save (or click the Save icon on the Quick Access toolbar).

    The Save As dialog box appears, asking you to type a name for your form, as shown in Figure 16-10.

    7. Type a descriptive name for your form in the Form Name text box and

    Then click OK.

    Access displays your form's name underneath the All Tables pane. The next time you open this database and want to view the form, you can double-click the form's name in the left pane.

    Using Form view Microsoft Access 2007

    Figure 16-9:

    Form view displays multiple

    Fields of a single record.

    Using Form view Microsoft Access 2007

    Figure 16-10:

    Name your form in the Save As dialog box.

    Viewing and editing data in a form

    After you create a form, you can use it to edit and add data at any time. To view a form, follow these steps:

    1. Click the Office Button and then choose Open.

    The Open dialog box appears.

    2. Click the Access database file you want to add or edit data. Then click Open.

    Access displays your chosen database.

    3. In the All Tables pane on the left of the screen, double-click the name of the form you want to use.

    Access displays the Form view of your database.

    4. Click one of the following icons to display a record:

    First Record: Displays the first record stored in your file

    Previous Record: Displays the previous record in the file

    Next Record: Displays the next record in the file

    Last Record: Displays the last record that contains data

    New (Blank) Record: Displays a blank form so you can type in data that will create a new record in your file

    5. Click in a field and type the information you want to store, such as a name or phone number.

    You don't need to use the Save command to save your changes because Access automatically saves any data you add or edit in your file as soon as you type or edit the data and move the cursor to a new field or record.




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