Manage information stored in it can be a complicated task. Fortunately, Microsoft It has a useful tool that allows you to enter and organize your records efficiently. If you are interested in knowing, create a using the Forms tool it may be your best alternative.
Forms make up a data presentation design, which facilitates access to information since you can locate it faster. Therefore, it is always an excellent idea to know how to create a form effectively.
In any administrative position, the forms represent a wide advantage to optimize the work. The reason is that the Forms tool It has multiple functions to better visualize your information. Keep reading to learn how to take advantage of it!
What are forms used for in a database? Advantages in Access
The form can be defined as an exhibitor, whose tools can offer numerous advantages in Accesswhen working with a data base. If you want to know What are the forms for? more accurately, you should know that they have more than a simple utility. The formula Provides a simpler display of information registered in the database. That is your main goal.
However, the tool Microsoft Access gives you the possibility of retrieve the data from any informational table or query of interest. On the other hand, the forms in Access allow you to efficiently enter, edit and organize any data contained. you can even enable automatic data entry and present calculation results.
Similarly, you have the option of add lists of values to choose from. Likewise, you can customize the form to highlight important data, generate messages in case of capturing a wrong value, among others. Apart from everything mentioned, Microsoft Access also gives you the ability to change the display: Form presentation mode and data sheet presentation mode.
In short, the following utilities can be grouped:
- Capacity of submit database records quicklysimple and graphically attractive.
- possibility of perform total calculations If necessary.
- View all the data corresponding to the tables or queries contained in the registry.
- automate tasks that the user performs during his work routine.
- Finally, it offers an appearance that resembles paper forms, with the intention of Present an image that the user can quickly become familiar with.
Learn step by step how to create a form with the Access Forms tool
If you want to work with only one data record at a time, you can create a form with the Access Forms tool. The process is quite simple, and it will not take you more than a couple of minutes. Later, if you wish, you can make changes to both the design and the format. Also, all source fields are added to the form just created by the tool.
Next, we present the step by step:
- Open the Microsoft Access application. next, go to the navigation panel and locate the data table or record query you want to display on the form.
- Click on the tab “To create” and position yourself in “Forms group”. Then click “Form”.
- Microsoft Access takes care of create a formwhich can be viewed at “Presentation view”. In this mode, the user can make design changes while viewing the data.
- To start using the form, the user must go to the “form view”. To do this, it is only necessary to enter the tab “Start”.
- go to the group “Views”. Next, click on “View”.
- Finally, to complete the change, you must click on “Form View”.
Please note that in some cases, Microsoft Access may append a subsheet to present the information related to the registration. This is due to the moment when Access locates a single table related to the table or query used to create the form. For that reason, the program creates a secondary sheet, which is based on the data belonging to the table or relational query. If you don’t want to keep the child sheet on the form, you can delete it.
To do this, carry out the following steps:
- Change the project to mode “presentation view”.
- Locate the secondary datasheet, and then select it with a click.
- The menu shows the option “Suppress”. Click there to remove the second sheet.
In the event that Microsoft Access find more than one query or data tablethe platform will not create a secondary sheet when form. That’s because it captures relationships to the table or record query used to create the current form. In this way, you will have quickly created a form through the forms tool that Access has.
Learn how to create forms for anything in Microsoft Access step by step
Depending on the form we need, it will be the table that we will have created. In such a way that the information entered matches the type we need. For example:
of surveys
For this class we need to provide options to the user. Note that if you leave the spaces for text only, indexing the data would be impossible. For example, in the case of a survey of product valuation we will offer you the options “Okay”, “Regular” Y “Bad”.
Continue as follows:
- Inside the program, go to the main tab “To create”.
- Choose “Form Wizard”. In previous versions it was not an independent button, but was found in the “More forms”.
- Within “Tables / Queries” select the table created previously.
- Send the data that we will request from the left column to the one on the right.
- Click on “Following”.
- In the window that will appear, we must choose the distribution of the form that seems most appropriate to us. Then press “Following”.
- Name this new form and select “To finalize”.
- Then we can see the view of the form, ready to fill.
- However, in the case of surveys, we need to tell the program what parameters it should follow in the event of “product evaluation”.
- To do this, on the button “Watch”in the upper left corner, we will choose “Design View”.
- Within this grid, we can edictate how and what will be displayed on the form. You can modify fonts, colors, choose a background image and other options.
- To add a drop-down menu of options we must go to the tab “Design”.
- In the tools that appear at the top, we must choose “Combo box”.
- We drag from the beginning to the end of the size that we want in the location we choose.
- As soon as we release the click, a wizard window will open. In it we will choose “I will write the values that I want”. They can also be obtained from another source, such as another table. press “Following”.
- In this window we must write the values. In our case, only one column will be necessary, in which we will place “Regular good Y “Bad”.
- press on “Following” and store in the field you want. Preferably related to the options provided.
- On the label for said box we will place following the example “Assessment”.
- With the right mouse button on the tab of the table, we choose to save.
- To view the form, choose the option “Form View”.
Contact
This type of form can be very useful when looking for information in common among our contacts. Assuming that the table we have written contains the basic tables of “Name”, “Surname”, “Address”, “Telephone”, “Date of Birth” Y “Photography”.
Follow these steps:
- In the Surname field corresponds “short text” and within their properties in “Field size” 50 characters will be enough. Same with “Name” Y “Address”.
- In the case of Telephone we must place “long number”.
- In Date of Birth, Date/ Time. And in the lower part of the window, in Format we will choose “Short Date”.
- As for “Photography” we will choose “Attached Data”.
- We save the table.
- We create the form with the wizard in the same way as with the previous description of “Surveys”.
data collection
This type of spreadsheet is ideal for controlling stock, suppliers, warehouses, and others like that. Although its name could cover all the forms, since its function is to collect data. In it, tables with long numbers should prevail. Even we can add a graph to visualize the progress of the collection.
For it:
- Inside the form, use the display of “Design View”.
- In the tab of the same name, choose “Graphic”.
- Locate where the item will be placed. To do this you must drag the mouse from the beginning to the end of the size you want.
- At the end, a window will appear in which you must choose where will the variables come from.
- Choose the fields that will shape the graph.
- Choose between the models offered and press “Following”.
- Drag the variables that will make up the graph as appropriate.
- In this new window, choose the fields that will be linked between the document and the chart.
- press “Following” and then “To finalize”.
For exams or quizzes
For this category we must prioritize the boxes of attached data in the case of multiple choice, and those with long text if an extended answer is required. We can also make use of True False.
To do so follow these steps:
- create a table as we have already seen.
- Do the same in a field with the question to be answered.
- In data type, choose If not.
- In the lower sector, go to the tab “Search”.
- in option “Show control” choose “Text Box”.
- Save and close the table.
- create a form with the assistant.
The best tools and applications to create alternative forms to Access
If you consider that Access is not to your liking, or you need a tool that better integrates with your needs, there are always Other options.
Take note of these alternatives:
forms on fire
It is an application that works online and offline. It can be linked with Word and Excel documents. Within the forms you can add photos, files and even GPS location. It can be used on the computer and on the mobile and is purchased from $20 per month.
PerfectForms
This software can be used online and offers a very complete interface. But at the same time with the ease of creating forms with the drag and drop method. No need to enter any programming code. It also provides the possibility of send and receive data from external web services.
Soon Forms
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