1. Access Lesson 4
Creating and Modifying Forms
Microsoft Office 2010
Introductory
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2. Objectives
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Access Lesson 4
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Create a form using different form tools.
Create a form using the Form Wizard.
Navigate records using a form.
Use a form to find, replace, update, and
delete data.
Create and modify a form in Layout view.
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Microsoft Office 2010 Introductory

3. Objectives (continued)
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Access Lesson 4
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Resize and move controls in a form.
Add an unbound control to a form in Design
view.
Preview and print a form.
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Microsoft Office 2010 Introductory

4. Vocabulary
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Access Lesson 4
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bound control
control
control layout
Datasheet tool
Detail section
Field List pane
Find
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form
Form Footer section
Form Header section
Form tool
Form view
Form Wizard
Layout view
Microsoft Office 2010 Introductory

5. Vocabulary (continued)
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Access Lesson 4
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Multiple Items tool
record source
Split Form tool
theme
unbound control
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Microsoft Office 2010 Introductory

6. Creating a Form
Access Lesson 4
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A form is a database object that displays
data from one or more tables or queries in a
format similar in appearance to a paper form.
The tables or queries that provide the data
for display in a form are the record source.
Most database experts agree that users
should make all database updates using a
form.
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Microsoft Office 2010 Introductory

7. Creating a Form (continued)
Access includes tools that you can use to
create different kinds of forms. The different
options for creating forms are located in the
Forms group on the Create tab.
The Form tool creates a simple form that
includes all the fields in the selected table or
query, uses a simple format, and includes a
title with the same name as the table or
query on which it is based.
Access Lesson 4
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Microsoft Office 2010 Introductory

8. Creating a Form (continued)
Access Lesson 4
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When fields appear in a form, they appear in
controls.
When a tool is used to create a form, it opens
in Layout view.
The Split Form tool creates a form using all
the fields in the selected table or query and
splits the window into two panes.
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Top pane contains a form and bottom pane
contains a datasheet with data.
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Microsoft Office 2010 Introductory

9. Creating a Form (continued)
Form created by the Form tool
Access Lesson 4
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Microsoft Office 2010 Introductory

10. Creating a Form (continued)
Access Lesson 4
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The Multiple Items tool creates a form
listing fields in a datasheet format, in a style
similar to a form created by the Form tool.
The Datasheet tool creates a form that looks
like a datasheet.
When you need to create a simple form
quickly, you can use the Form Wizard, which
helps you create a form by letting you select
options in dialog boxes.
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Microsoft Office 2010 Introductory

11. Creating a Form (continued)
Access Lesson 4
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The Form Wizard provides four form layouts
from which to choose:
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Columnar
Tabular
Datasheet
Justified
A form's style, also called a theme, formats
the form and its controls using a predefined
color, font, and design scheme.
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Microsoft Office 2010 Introductory

12. Navigating a Form
Access Lesson 4
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When you create a form using the Form
Wizard, the form opens in Form view.
When a form is displayed in Form view, you
will see each record in the record source,
one at a time, in the form.
Form view includes a record navigation bar
at the bottom of the Form view window.
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Microsoft Office 2010 Introductory

13. Using a Form to Find and Replace
Data
Access Lesson 4
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The Find command is available for table or
query datasheets, forms, or reports.
The Search option lets you search the entire
form and offers two check boxes:
Match Case: Find values with same case
Search Fields As Formatted: Search for formatted
values
The Replace tab offers options for finding
text and replacing it with different text.
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Microsoft Office 2010 Introductory

14. Using a Form to Find and Replace
Data (continued)
Find and Replace dialog box
Access Lesson 4
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Microsoft Office 2010 Introductory

15. Using a Form to Update Data
Access Lesson 4
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Use a form to update the record source, add
new records, or delete existing records.
To change a field value, select it and type the
new value.
To add a new record, click the New button in
the Records group on the Home tab.
When you are finished, press Tab to move to
move to a new record or close the form.
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Microsoft Office 2010 Introductory

16. Using a Form to Delete Data
Access Lesson 4
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Click the Delete button on the Home tab to
delete selected field value.
Click the Delete button arrow, and then Delete
Record, to delete the record that is currently
displayed in the form.
You can use the Undo button to restore a
deleted field value, but deleting a record is
permanent.
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Microsoft Office 2010 Introductory

17. Creating and Modifying a Form in
Layout View
Access Lesson 4
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To create a new form from scratch, click the
Create tab on the Ribbon, and then click the
Blank Form button in the Forms group.
The Field List pane contains the tables in
the database and displays the fields they
contain. When you double-click a field in the
Field List pane, Access adds the field to the
form.
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Microsoft Office 2010 Introductory

18. Creating and Modifying a Form in
Layout View (continued)
Access Lesson 4
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As you add fields to a form in Layout view,
Access adds them to a control layout.
A control layout is a "container" that groups
together the controls in a form so that you
can change them as a group.
When you create a form in Layout view, at
first it contains one section called the Detail
section.
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Microsoft Office 2010 Introductory

19. Creating and Modifying a Form in
Layout View (continued)
Access Lesson 4
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If your form design requires other features,
you can add two additional sections.
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The Form Header section displays information at
the top of each form, and the Form Footer
section displays information at the bottom of
each form.
When you add a control to one of these
sections, the Form Header and Form Footer
sections are added to the form as a pair.
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Microsoft Office 2010 Introductory

20. Creating and Modifying a Form in
Layout View (continued)
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You can add two types of controls to a form.
Access Lesson 4
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A bound control is connected to a field in the
record source and is used to display, enter, and
update data.
An unbound control is not connected to a record
source and is used to display information, lines,
rectangles, and pictures.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

21. Creating and Modifying a Form in
Layout View (continued)
Access Lesson 4
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When you resize controls in a control layout
in Layout view, reducing the width of one
control reduces all the widths of all other
controls in the control layout at the same
time.
When controls are grouped in a control
layout, moving one control moves all the
selected controls in the group.
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Microsoft Office 2010 Introductory

22. Creating and Modifying a Form in
Layout View (continued)
Controls removed from control layout and moved to new
position
Access Lesson 4
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Microsoft Office 2010 Introductory

23. Adding an Unbound Control to a
Form in Design View
Access Lesson 4
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In Design view, you see the controls that you
added to the form on a grid.
The controls do not display data from the
record source.
You must be in Design view to add controls
such as lines, rectangles, and labels to a
form.
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Microsoft Office 2010 Introductory

24. Adding an Unbound Control to a
Form in Design View (continued)
Form in Design view
Access Lesson 4
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Microsoft Office 2010 Introductory

25. Adding an Unbound Control to a
Form in Design View (continued)
Access Lesson 4
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In Design view you see the Form Header,
Detail, and Form Footer sections in the form.
You can adjust the size of a section.
You can see the position of objects in Design
view as you are moving them, and you can
position controls precisely by looking at the
horizontal and vertical rulers that appear on
the top and left sides of the form.
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Microsoft Office 2010 Introductory

26. Previewing and Printing a Form
Access Lesson 4
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You can preview and print a form. To preview
a form, click the File tab to display Backstage
view, click Print on the navigation bar, and
then click Print Preview.
To print the form with the current record
displayed, you must be in Form view and
navigate to the desired record.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

27. Access Lesson 4
Summary
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In this lesson, you learned:
 A form is a database object that displays data from a
record source. You can create a form using a form
tool or wizard, or you can create a blank form from
scratch.
 You can use the record navigation bar in Form view to
navigate the records displayed in a form.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

28. Summary (continued)
Access Lesson 4
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The Find command is used to locate records in a table or
query datasheet, form, or report. When finding data in a
form, you need to identify the text to find, the field in
which to search (or to search the entire form), the type of
search to conduct (whole field, any part of field, or start of
field), the desired case of the search text, and the
direction to search or to search the entire form. You can
also find and replace data using the Replace tab in the
Find and Replace dialog box.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

29. Summary (continued)
Access Lesson 4
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You can use a form to update records or to add and
delete records. When you make changes to data in a
form, the changes are made in the record source on
which the form is based.
You can create a blank form and add fields to it by
double-clicking the fields in the Field List pane in Layout
view. When you add fields to a form, they are added to
the form as controls in a control layout. You can resize
and change the controls in a control layout as a group.
You can also remove controls from a control layout so
you can work with them individually.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

30. Summary (continued)
Access Lesson 4
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When you create a form in Layout view, the form has one
default section, called the Detail section, that contains the
controls that display the data in a form. Two other sections,
which are added when the form’s design uses controls that
appear in these sections, are the Form Header section and
the Form Footer section. The Form Header section usually
contains the form’s title, and the Form Footer section might
contain labels that describe the form.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

31. Summary (continued)
Access Lesson 4
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31
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You can add two types of controls to a form. A bound
control is connected to a field in the record source and is
used to display, enter, and update data. An unbound
control is not connected to a record source and is used to
display information, lines, rectangles, and pictures.
You can preview and print all the records in a form, or
you can use the Print dialog box to print only selected
records in a form.
Pasewark & Pasewark
Microsoft Office 2010 Introductory