Introduction

By the end of this lesson, you should be able to:

• Open a form in an existing database
• Navigate a form in an existing database
• Add form records

Opening a form

Forms, another type of database object, provide a way for Access users to enter data into a database without having to know how a table is designed.

To open an existing form:

• Open the Great Lake Elementary School database.
• In the database window, choose the Forms tab from the Objects palette.
• To open a form, double-click it, select it, and click the Open button, or right-click it and choose Open from the shortcut menu.

Navigating a form

Navigating—or moving through records in a form—lets you review, add, and edit information.

Like Datasheet view, the Form view window contains a status area (shown below) in the lower-left corner. Use the arrows to navigate the forms.

Use the keyboard to navigate the fields in a form using the following keys:

Adding records in a form

The data entry form is the easiest way to enter records.

To add a record:

• Click the New Record button.
• A blank entry form consisting of several blank fields displays.
• Type the appropriate field information. For example, if the field label reads First Name, type the first name of the individual you are entering into the database.
• Press Enter or Tab to move from one field to the next, or click in the field using your mouse.
• Type the rest of the appropriate information.

Challenge!

Add a form record by doing the following:

• Open the Great Lake Elementary School database.
• In the database window, choose the Forms tab from the Objects palette.
• Double-click the New Student form to open it.
• Practice navigating the form.
• Click the New Record button to display a blank entry.
• Enter the following data for new student Amanda Lewis:
  • Student Name: Amanda Lewis
  • Student ID: 999887777
  • Grade: 4
  • Teacher ID: 4
  • Parent Name: Thurman Lewis
  • Address: 456 Tutor Drive
  • City: Anytown
  • Phone: 1012339571 (do not attempt to preformat the number)
• Use Enter or Tab to move from one field to the next.
• Close the form.
• Double-click on the New Student form to reopen it.
• Check to see if Access 2000 saved your addition. Remember, Access saves records automatically.
• Close the New Student form.