Data Entry and Record Manipulating

Data Entry and Record Manipulation

Data in Tables and Forms

The structure of data in a table is mirrored by the structure of a form. Think of forms as windows into your database. They are designed to suit the context in which people will input or view data. A well-designed form enhances database efficiency by reducing the need for users to search for information. Additionally, a visually appealing form makes interacting with the database more pleasant and efficient.

Creating a Form

Access provides several methods to create a form:

Form Wizard

The Form Wizard guides you step-by-step through the process of creating a form. You provide answers to its questions, and it generates a form based on your responses. You need to specify:

• The table or query from which the form data originates.
• The fields to include on the form.
• The layout for the form.
• The visual style for the form.

To use the Form Wizard, go to Forms under Objects in the Database window, click New on the Database toolbar, and select Form Wizard in the New Form dialog box.

AutoForms

• AutoForms are ideal if you don’t need to customize many aspects. If your form will include all fields from a table or query and you don’t need much control over its appearance, an AutoForm is suitable.
• Creating an AutoForm is straightforward: choose the AutoForm type, select a table or query, and Access handles the rest. AutoForms come in several types, including Columnar (showing records one at a time) and Tabular (showing all records simultaneously).
• To start with an AutoForm, select Forms under Objects in the Database window, click New on the Database toolbar, and choose an AutoForm option in the New Form dialog box.

Design View

• Design view provides complete control over form creation. In this mode, you manually add and arrange controls (like text boxes and labels) and set their properties.
  
• Design view allows for full customization. You can move controls around and adjust their layout until you achieve the desired appearance. To see how the form will look to users, switch between Form view and Design view.
• To work in Design view, select Forms under Objects in the Database window, click New on the Database toolbar, and choose Design View in the New Form dialog box.

Reports

Reports are used to summarize and present data. They offer various ways to organize, categorize, and highlight your data to make it more useful. Reports help in displaying data effectively and can introduce you to new ways of presenting information.

Queries

Queries are tools to retrieve and manage data from your database. They enable you to extract, combine, reuse, and analyze data efficiently.

Types of Queries

• Select Query: Retrieves data from one or more tables and displays it in a datasheet. It is the most common type of query.
  
• Parameter Query: Prompts the user to enter values to define the query, such as a region for sales data or a price range for properties.
• Cross-tab Query: Arranges data to make it easier to view, using both row and column headings.
• Action Query: Creates or modifies tables by adding, deleting, or updating data.
• SQL Query: Uses Structured Query Language (SQL) to query, update, and manage databases. Access can generate the SQL statement, or you can write your own.

Creating Queries

Queries can be created using either a wizard or Design view:

• Wizard: The Simple Query Wizard helps set up the query structure by guiding you through field selection and other initial arrangements. You can then refine the query in Design view if needed.
• Design View: Offers complete control for creating and modifying queries. You select tables or existing queries, drag fields to a grid, and define criteria for data retrieval. You can adjust the query fields and settings as needed.

Testing a query in Design view lets you make adjustments to ensure it retrieves the desired results.