Lesson 15

This module discussed creating and editing forms in Microsoft Access. If there is one thing I want you to take away with you, it is that using AutoForms and Form Wizard is a great idea. Editing forms can be tricky, so let Access do most of that work for you, and you can just add the finishing touches. Many of the skills you learned in this module you will use again in the Reports module. The two objects, forms and reports, are quite similar. So do not worry, you will get more practice.

• Terms and Concepts
  This module introduced you to the following terms:
  1. AutoForm
  2. Bound controls
  3. Handles:
  4. Subform: A subform is a form that is inserted in another form. The primary form is called the main form, and the form that is enclosed in form is called the subform. A form/subform combination is sometimes referred to as a hierarchical form, a master/detail form, or a parent/child form.
  5. Unbound controls: Controls can be bound, unbound, or calculated: Bound control A control whose source of data is a field in a table or query is called a bound control. You use bound controls to display values that come from fields in your database.

Here's how these elements are used in Microsoft Access forms:

1. AutoForm:
   • Description: AutoForm is a feature in Microsoft Access that automatically creates a form based on the fields in a selected table or query. It generates a simple, pre-designed form that includes all the fields from the source data in a standard layout.
   • Usage: AutoForm is particularly useful when you need to quickly create a form for data entry or viewing without spending time on custom design. It provides a basic structure, which can then be modified if necessary.
2. Bound Controls:
   • Description: Bound controls are form elements (such as text boxes, combo boxes, or checkboxes) that are linked to fields in a table or query. When data is entered or updated in these controls, it is automatically saved to the corresponding field in the data source.
   • Usage: Bound controls are used to display and edit data from a database. For example, a text box bound to the "CustomerName" field will show the name of the customer and allow users to update the name directly in the form, which will then reflect in the underlying table.
3. Handles:
   • Description: Handles are the small boxes or dots that appear around the edges of a selected control or object in Design View. They are used to resize or move the control.
   • Usage: Handles make it easy to adjust the layout of a form. By dragging these handles, you can resize a control to make it larger or smaller or reposition it within the form to organize the layout as desired.
4. Subform:
   • Description: A subform is a form embedded within another form, known as the main form. Subforms are often used to display related records in a one-to-many relationship. For example, a main form might show customer details, and a subform could show all the orders made by that customer.
   • Usage: Subforms are used to organize data hierarchically. They make it convenient to display related information without opening multiple forms, allowing for efficient data entry and viewing. Subforms can be linked to the main form so that the displayed data automatically updates based on the record selected in the main form.
5. Unbound Controls:
   • Description: Unbound controls are form elements that are not linked to any data source. These controls can include labels, buttons, and images. They do not display or store data from the database directly.
   • Usage: Unbound controls are often used for aesthetic or functional purposes, such as adding descriptive labels, creating buttons to perform actions (like opening another form or running a query), or displaying images that are not stored in the database. They are essential for enhancing user interaction and form navigation.

In the next module you will learn how to work with reports.