How to create Access form to enter data

How to create Access form to enter data

From our previous lesson 01 we have learnt that how to create access database and how to enter data in to a designed table.Entering data into a table directly is somewhat difficult when there are large volume of data.Then access we have good option to enter data easily,it is Access Forms.We can design access form to feed data in to a access table.So lets learn simply how we can design access form to enter data.

Step 01

Fig 01

As we designed from our first lesson we already have a table like Fig 01.Then we can create a access form for above table very easily.

Fig 02

Follow the instructions as per Fig 02.Then Form Wizard will appear on your desktop.

Fig 03

When you click on the Form Wizard Fig 03 dialog box will appear,there you should select your table to create form for that table.Then on this dialog box on the left hand side there is a window called Available Fields,it shows the all the available fields of your designed table.then on the right hand side there is anther window which allows you to select desired fields for your table,with the help of the arrow marks appear among the two windows allows to user to select field to your access form.(Please see following Fig 04 image for more )

Fig 04

After selecting field you need click on the Next button.Then anther dialog box comes as per Fig 05.

Fig 05

Fig 06

Give a name to your Form and Click on the finish as per Fig 06.

Fig 07

Then Form is created and it looks like Fig 07,then you can easily enter data to your table via this form.

MS Access for Beginners

MS Access for Beginners

01.Create Access Data Base

Open MS Access first.

Fig 01

As shown in the Fig 01 open access.then you have to create your first data base.

Fig 02

As explained in the Fig 02 to create youe new Database give a desired name for your database.In this example name given for this example database is "FirstDataBase".And also you can select the destination to save your database.It can be Desktop or My document.In this example it is saved inside the my document.

 Fig 03

Once you clicked on the Create Button then you can get a Window like Fig 03.There you have to create a Table for your first database.Basically databases are consisted with 

• Tables
• Forms
• Quaries
• Reports

So the foundation of a database is Table.Normally when you hit on the Create button,it opens the database as shown in the Fig 03.there by default your new table is automatically loaded to design according to your requirements. If not please click on the Create tab then select Table to crate your first new table to save your data.

Fig 04

To create your new table please click on the table design button appear under Create Button as explained in Fig 04.

Fig 05

Once you hit on the table design button you can get a window like Fig 05.Then there you can see a Field calles "Field Name" there you should give column names of your table.So it is up to you.So here following table columns are used to create this expeditionary database (Sample Database)

• StudentID             = Number
• StudentName       = Text
• StudentAddress   = Number
• StudentAge          = Number
• StudentRegDate  = Date
• StudentEmail      = Text
• Remarks             = Memo (Select Data Type as Memo if you need to include more informations)

Table name is "Student".

Fig 06

It is required to enter your  table column names under Field Name and you have to select Data Type of your table columns by its nature,Then you have to assign PRIMARY KEY for your data table.Primary Key is the Unique data column in your table.For example if you use National Identitiy Card no for each student to recognize them,then National ID Card No can be assigned as a Primary Key of your table.Because it is unique to each and every student..Once you completed this then you need to save your table.Here,table is saved under the name called "Student"

Fig 07

Follow the Fig 07 to save you table.

Fig 08

Once you assigned a primary Key for a specific column,there is a special icon(KEY Symbol)apper on the left hand corner of your table design.This is shown from Fig 09 image.

Fig 09

Now table is completed.then it is required to enter data to this table.so this can be  directly enter to the table as it is.so to enter data to this table we have to exit for the table design mode.To do that click on the view ans select data sheet view.Then you are allowed to enter data to your new table.

See Fig 10

Fig 10

Once you clicked Datasheet View it is as Fig 11.I have enter sample data for your reference.

Fig 11

There we have assigned a Primary key for StudentID. So you can check that it is not allowed to users to enter duplicate data. Because we assign a primary key only for a unique data.Later this primary key column is very important to build up relationships among different tables.Please see Fig 12 screen shot.

Fig 12