Access 2000

Introduction

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

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

Opening a Form

If you have taken Access 2000 lessons 1-5, you already are acquainted with basic tables.

However, 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 database.
• In the database window, choose the Forms tab from the Object 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, or 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 through the forms.

Use the keyboard to navigate the fields in a form.

Key	Selects the
Tab	Next field to the right
Shift + Tab	Next field to the left
Down Arrow	Field below the current record
Up Arrow	Field above the current record

 

Adding Records in a Form

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

To Add a Record:

• Click on the New Record button. 
• A blank entry form, consisting of several blank fields, displays.
• Type in 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.
• Fill in the rest of the appropriate information.

Challenge!

Add a form record.

• Open the Great Lake Elementary database.
• In the database window, choose the Forms tab from the Object 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
  • 456 Tutor Drive
  • Anytown
  • Phone: Do not attempt to pre-format the number. Enter 1012339571.
• Use Enter or Tab to move from one field to the next.
• Close the form.
• Double-click on the New Student form to re-open it.
• Check to see if Access 2000 saved your addition. Remember, Access saves records automatically.
• Close the New Student form.