You can also use a form as a custom dialogue box that accepts your input, then carries out an action based on what you enter into the form. Most of the forms you'll have are bound to one table or more than one table, as well as queries in your database.
A form has a record source. This record source is the fields in the tables and queries. A form doesn't have to contain all the fields of a table or query that it's based on. To create a link between a form and the record source, you use graphic objects called controls.
The most common control is a text box. It's important for you to remember that a bound form stores or retrieves data from its record source. Any other information you have in the form, like title, date, page number, is stored in the design of the form. This article is simply an overview of objects you'll use in Access and in some other databases as well.
A query is what you will use to retrieve information from your database. It consists of questions of which Access will give you the answers in the form of data from tables within your database. Queries are what make it easy to find data, then create new tables based on the queries.
The good news is reports in Access are just like any other reports you would create. Reports organize and present information from your database in an attractive and easy-to-read format. You can print or display these reports for yourself or to share with others. You can create single or multiple column reports. Macros are simply shortcuts. If you've ever used macros in MS Word or Excel, then you are already familiar with what they do.
You can create a macro to execute a task that you would otherwise execute with your keyboard or mouse. For those of you who have been anxious to dig in and start using MS Access , you're going to love this article.
Now that we've covered the basics of a database and learned some important definitions, we're going to start learning MS Access For those of you who are totally new to this program, we're going to start from the beginning and advance from there.
Open MS Access as you would any other Office program on your computer. Either double click the Access icon on your desktop, or go to the Start menu at the bottom left corner of your computer screen, find Access, and click to open it.
It will be bundled with any other MS Office software you have on your computer, so if you don't see it, make sure to look in that folder in the Start menu. This is the Backstage view. When you have an Access database open, the File tab is available. You will always click the File tab to get to the Backstage view. Click on Blank Desktop Database to create a new database and see the rest of the Access interface. A form will appear and ask you to enter a filename and location. For now, just leave the default values and click Create.
The Quick Access Toolbar is located in the upper left hand side of your Access window. It looks like this:. The Quick Access Toolbar contains commands that you use the most frequently. If you click on the downward arrow to the right of the toolbar, a dropdown menu will appear and you'll see this:. The commands with a checkmark by them are the ones that currently appear on your Quick Access Toolbar. You can click on a command, such as New, to place a checkmark by it and add it to your Quick Access Toolbar, or you can click More Commands to add others.
Macros are used to automate a series of actions, make changes to data in a database, and more. Most people find it easier to build a macro to add functionality to forms, reports, and controls than to write VBA code, but you can always convert the macros to VBA from within the Design view.
Suppose that you want to open a report directly from one of your data entry forms. Add a button to your form and then create a macro that opens the report. The macro can either be a standalone macro a separate object in the database , which is then bound to the OnClick event of the button, or the macro can be embedded directly into the OnClick event of the button itself.
Either way, when you click the button, the macro runs and opens the report. Modules are VBA code that you write to automate tasks in your application and to perform higher end functions. You write modules in the VBA programming language. A module is a collection of declarations, statements, and procedures that are stored together as a unit.
Queries In a well-designed database, the data that you want to present through a form or report is usually located in multiple tables. There are many types of queries, but the two basic types are: Major query types Use Select To retrieve data from a table or make calculations. Action Add, change, or delete data. Please see Office VBA support and feedback for guidance about the ways you can receive support and provide feedback.
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Privacy policy. Skip to main content. You use forms to customize the presentation of data that your application extracts from queries or tables. The reason forms are used so often is that they are an easy way to guide people toward entering data correctly. When you enter information into a form in Access, the data goes exactly where the database designer wants it to go in one or more related tables.
Report is an object in desktop databases designed for formatting, calculating, printing, and summarizing selected data. Anything you plan to print deserves a report, whether it is a list of names and addresses, a financial summary for a period, or a set of mailing labels.
Reports are useful because they allow you to present components of your database in an easy-to-read format. This object is a structured definition of one or more actions that you want Access to perform in response to a defined event. An Access Macro is a script for doing some job.
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