Data Input Via Forms

Now that we’ve created the relational model, tables and relationships for the Patrick’s Widgets database, we’re off to a great start! At this point, you have a fully functional database and we’ll start adding the bells and whistles that make it user-friendly.

Our first step is to improve the data entry process. If you’ve been experimenting with Microsoft Access as we’ve built the database, you probably noticed that you may add data to the tables in the datasheet view by simply clicking into the blank row at the bottom of the table and entering data that complies with any table constraints. This process will certainly allow you to populate your database, but it’s definitely not user friendly! Imagine asking a salesperson to go through this process every time they signed up a new client!

Fortunately, Access provides a much more user-friendly data entry technique through the use of forms. If you recall from the Patrick’s Widgets scenario, one of our requirements was to add forms that allow the sales team to add, modify and view information in the database. We’ll begin by creating a simple form that allows us to work with the Customers table. Here’s the step-by-step process:

1. Open the Patrick’s Widgets database.
2. Choose the Forms tab on the database menu.
3. Double-click “Create form by using wizard.”
4. Use the “>>” button to select all of the fields in the table.
5. Click the Next button to continue.
6. Choose the form layout that you’d like. Justified is a good, attractive starting point, but each layout has its pros and cons. You’ll need to pick the most appropriate layout for your environment. Remember, this is just a starting point and you may modify the actual form appearance later on in the process.
7. Click the Next button to continue.
8. Choose a style and click the Next button to continue.
9. Give the form a title and then choose the appropriate radio button to either open the form in data entry mode or layout mode. Click the Finish button to generate your form.

A sample of the resulting form is shown in the figure above. Once you’ve created the form, you may interact with it as you wish. The layout view allows you to customize the appearance of specific fields and the form itself. The data entry view allows you to interact with the form. You may use the “>” and “<” buttons to move forward and backward through the recordset while the “>*” button automatically creates a new record at the end of the current recordset.

Now that you’ve created this first form, go ahead and create forms that assist with the data entry for the remaining tables in the database!