Pamantasan ng Cabuyao

College of Computing and Engineering

1ST SEMESTER 2020 – 2021

MODULE

9 MS ACCESS FORMS I

OVERVIEW

The purpose of this module is to introduce MS Access 2016 FORMS

OBJECTIVES

By the end of this module you should be able to:

1. Use and Create Forms for Solutions
2. Build complex forms in design view using different form elements
3. Automate a simple multi-table, query, form and report based application

3.1. MS FORMS

Forms in Access are like display cases in stores that make it easier to view or get the items that you want.
Since forms are objects through which you or other users can add, edit, or display the data stored in your
Access desktop database, the design of your form is an important aspect.

There's a lot you can do design-wise with forms in Microsoft Access. You can create two basic types of
forms − Bound forms, Unbound forms.

Bound Forms

Let us now understand what Bound Forms are :

 Bound forms are connected to some underlying data source such as a table, query, or SQL statement.
 Bound forms are what people typically think of when they think of the purpose of a form.
 Forms are to be filled out or used to enter or edit data in a database.
 Examples of bound forms will typically be what users use to enter, view or edit data in a database.

Unbound Forms

Let us look into Unbound Forms:

 These forms are not connected to an underlying record or data source.

 Unbound forms could be dialog boxes, switch boards, or navigation forms.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

 In other words, unbound forms are typically used to navigate or interact with the database at large, as
opposed to the data itself.

Types of Bound Forms

There are many types of bound forms you can create in Access. Let us understand the types :

Single Item Form. This is the most popular one and this is where the records are displayed — one record at
a time.

Multiple Item Form: This displays multiple records at a time from that bound data source.

Split Form. The form is divided into halves, either vertically or horizontally. One half displays a single item
or record, and the other half displays a list or provides a datasheet view of multiple records from the
underlying data source.

Creating Forms

There are a few methods you can use to create forms in Access. For this, open your Database and go to
the Create tab. In the Forms group, in the upper right-hand corner you will see the Form Wizard button.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

Click on that button to launch the Form Wizard.

On this first screen in the wizard, you can select fields that you want to display on your form, and you can
choose from fields from more than one table or a query.
Let us assume we want to simply have a quick form that we are going to use for data entry for our employee
information.
From Tables/Queries drop-down list, select tblEmployees table. Click on the double arrow to move all the
fields at once.

Let us just leave it with that one table, and click Next.

The following screen in the Form Wizard will ask for the layout that we would like for our form. We
have columnar, tabular, datasheet and justified layouts. We will choose the columnar layout here and
then click Next.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

In the following screen, we need to give a title for our form. Let us call it frmEmployees.
Once you have given your form a title, you can open the form to see what that form looks like, or you can
begin entering information into your table. Or you can choose the option to modify the form's design. Let us
choose the first option to open the form to view or enter information and click Finish.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

Now, take a look at the following screenshot. This is what your form looks like. This is a single item form,
meaning one record is displayed at a time and further down you can see the navigation buttons, which is
telling us that this is displaying the record 1 of 9. If you click on that button then, it will move to the next
record.

If you want to jump to the very last record in that form or that table, you can use the button right beside that
right arrow, the arrow with a line after it, that's the last record button. If you want to add new employee
information, go to the end of this records and then after 9 records you will see a blank form where you can
begin entering out the new employee's information.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

This is one example of how you can create a form using the Form Wizard. Let us now close this form and go
to the Create tab. Now we will create a slightly more complicated form using Wizard. Click the Form Wizard
and this time, we will choose fields from a couple of different tables.
In this Form Wizard, let us choose tblProjects for Tables/Queries, and select a few Available Fields such as
ProjectID, ProjectName, ProjectStart, and ProjectEnd. These fields will now move to Selected Fields.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

Now select tblTasks for Tables/Queries and send over the TaskID, ProjectID, TaskTitle, StartDate, DueDate
and PercentComplete. Click Next.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

Here, we want to retrieve data from a couple of different objects. We can also choose from options on how
we want to arrange our form. If we want to create a flat form, we can choose to arrange by tblTasks, which
will create that single form, with all the fields laid out in flat view as shown above.
However, if we want to create a hierarchical form based on that one-to-many relationship, we can choose to
arrange our data by tblProjects.

In the above window, we have the option to include a subform for tblTasks, or we can make that a linked
form. This linked form is where tblProjects will have a button that will launch that second form filtered to
the project that we have selected in that underlying projects form. Let us now select the  Form with
subform(s), and then click Next.
In the following screen, you can choose a layout for your subform. The Datasheet View gets selected by
default. The Datasheet View is similar to Table View. Now, click Next.

In the following screen, you need to provide a name for your forms. Enter the name you want and
click Finish.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

Access will give you a preview of what your form looks like. On top, you have the controls on your main
form, which is from our Projects table. As you go down, you will see a subform. It's like a form within a
form.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

Multiple Item Form

You may also want to create a specific kind of form. For this, you can click on the More Forms drop-down
menu.

From the menu, you can create a Multiple Items form, a Datasheet form, a Split form, or even a Modal
Dialog form. These are typically bound forms; select the object that you would like to be bound to that form.
This does not apply to the Modal Dialog forms.
To create this type of form, you will need to select the object in navigation pane first. Let us
select tblEmployees here.

Proceed by clicking on More Forms and Multiple Items.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

The above step will further create a Multiple Items form, listing out all the employees.

Split Form
This type of form is divided in equal halves, either vertically or horizontally. One half displays a single item
or record, and the other half displays a list or a datasheet view of multiple records from the underlying data
source.
Let us now select tblEmployees in the navigation pane and then on Create tab. Select Split Form option
from More Forms menu and you will see the following form in which the form is divided vertically.

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
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 Pamantasan ng Cabuyao
College of Computing and Engineering
1ST SEMESTER 2020 – 2021

Name Score

Section Instructor Date

ACTIVITY 1

MS Access FORMS

Create a database file, which will require you to create one table, one query, one form, and one report.

Create table: CUSTOMERS

Create the field names and their properties as you need them to store your specific data for customers. You
will have at least five customers with their information included in your customer table.

CUSTOMERS Table Field Names:

Customer ID (Primary Key: CID)
First Name (FNAME)
Last Name (LNAME)
City (CITY)
State (STATE)
Number of Purchases (PNUMBER)
Total Amount of Purchases (PTOTAL)
Date of Last of Purchase (PLAST)

Create query: NY Customers : Create a query that displays only the NY customers sorted by last name in
ascending order.

Create report: NY Customers Report :Create a report from the NY Customers query.

Create form: New Customers :

Create a form for the Customers table. Include all fields in the form. Use the Form Wizard to create a form.

Using the New Customers form, enter two additional customers:

Marion Morrison New Paltz NY-3 150.00 Php March 12, 2020

Adam Jones Kingston RI-2 250.00 Php March 17, 2020

Copyright Disclaimer

Fair use of a Copyrighted Work as defined in section 185 of RA 8293, which states, “The fair use of copying, criticism, comment, news reporting, teaching including multiple copies
for classroom use, research and similar purposes is not infringement of copyright.” These lecture handouts are prepared and compiled solely for students of Pamantasan ng
Cabuyao (PnC) under the College of Computing and Engineering enrolled in Database Management System for AY 2020-2021.
Page 12