Microsoft Office Tutorials and References
In Depth Information
Typing Data into a Database
4. Click the Save icon on the Quick Access toolbar (or press Ctrl+S).
The Save As dialog box appears, asking you to type a name for your form.
5. Type a descriptive name for your form in the Form Name text box and
then click OK.
Access displays your form’s name underneath the All Tables pane. The
next time you open this database and want to view the form, you can
double-click the form’s name in the left pane.
Viewing and editing data in a form
After you create a form, you can use it to edit and add data at any time. To
view a form, follow these steps:
1. In the All Tables pane on the left of the screen, double-click the name
of the form you want to use.
Access displays the Form view of your database.
2. Click one of the following icons (they appear near the bottom of the
screen) to display a record:
• First Record: Displays the first record stored in your file
• Previous Record: Displays the preceding record in the file
• Next Record: Displays the next record in the file
• Last Record: Displays the last record that contains data
• New (Blank) Record: Displays a blank form so you can type in data
that will create a new record in your file
3. Click in a field and type the information you want to store, such as a
name or phone number.
You don’t need to use the Save command to save your changes because
Access automatically saves any data you add or edit in your file as soon as
you type or edit the data and move the cursor to a new field or record.
Editing a form
A form can be a convenient way to view all the fields of a single record.
However, you can always rearrange the position of certain fields on-screen
(to make them easier to find), or you can delete one or more fields
altogether. This can be handy to create a form that shows only a filtered view
of your data, such as a form that shows you only employee names, phone
numbers, and e-mail addresses instead of also showing you their salaries and
employee ID numbers at the same time.