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CMT400 Access Exercise3

This document provides instructions for creating a form in Microsoft Access that allows users to select gender ("M" or "F") and hometown (a list of states) using combo boxes, rather than typing the values. The form is designed to make data entry more presentable compared to the default datasheet view. Readers are guided through steps to insert combo boxes, set their row source properties to value lists containing the options, and modify other properties in the design view before switching to form view.

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43 views4 pages

CMT400 Access Exercise3

This document provides instructions for creating a form in Microsoft Access that allows users to select gender ("M" or "F") and hometown (a list of states) using combo boxes, rather than typing the values. The form is designed to make data entry more presentable compared to the default datasheet view. Readers are guided through steps to insert combo boxes, set their row source properties to value lists containing the options, and modify other properties in the design view before switching to form view.

Uploaded by

gracefulswan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Ex 3: Creating a form.

In this exercise, you will learn how to create a form

You can enter new data into Access by using datasheet view or by using a form, which usually
is more presentable. You will also learn how to use the combo box that allows the user to enter
the data by selecting rather than typing the data. The property sheet is very useful if you want to
change the font, colour etc. You can explore these features at your own free time.

1. Open MS Access, select and open the file that you saved from Exercise 2,
CMT400Ex.accdb.
2. Click Create tab from the ribbon. There are many templates that you can select for
creating forms such as Form Design, Split Form, Blank Form and Multiple items.
Choose the one that says Form. You will see a form as in Fig. 3
3. Right-click this form which has the name Data for Access and change the view from
Form view to Design view. There is another view which the Layout view. But we will
select Design view. Form View is where you enter data and design view is where you
modify the form to make it look presentable.
4. To insert the combo box, make sure you are in Design view. We will use combo boxes
on the ‘Sex’ and ‘Hometown’ fields.
5. Right-click the Sex textbox as shown in Fig. 3b. Choose Change to and select
Combo box. You will see a down arrow at right hand side of the box.
6. With the ‘Sex’ combo box selected (previously text box), in the main ribbon select the
Design tab and on the tools section at the right hand side of the ribbon, click property
sheet.
7. Click the data tab on the property sheet. On the Row Source Type Property (located
on the third row), change from Table/Query option to Value list (Fig. 3c)

Fig. 3

1
8. Click the second row with the name row source. You will see three dots in a rectangle.
Click the three dots and you will see Fig. 3d. Type M and F in separate line as shown in
that figure.
9. Right-click the form and change it to Form view. When you click the sex combo box,
you just select F if the student is female and M if student is male.
10. Now repeat with Hometown field. When it is form view clicking the field will give you the
options of selecting all the states in the country.
11. A summary of how to do it: Select the hometown field, right click and change it to
combo box. In Design tab, click property sheet. In the data tab of the property sheet,
change the Table/ Query option to Value list, then in the row source click the three dots
to enable you to write all the states in the country. The final form looks like Fig.3e.
12. The form is ready for to be used. You add more data to this form. Although you enter
data in this form, the datasheet table will contain the same data i.e. you type data in form
view, at the same the datasheet will be updated.
13. At the bottom of the window, you will see some arrow symbols that will move you to the
first, next, last and new record by clicking the appropriate buttons. It also shows you the
current record. Searching a certain record by using typing a keyword can also be done.
14. Close and save your work.

Fig. 3b

2
Fig. 3c

Fig. 3d

3
Fig. 3e

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