Examples of Microsoft Access data-entry forms, switchboards, and dialog boxes

In Access, you can enter data directly into the tables in a database. However, you can make the process of entering and working with data much easier and more accurate if you use forms. You can create three types of forms in Access: Data-entry Forms, Switchboards, Custom Dialog Boxes.

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Related Topics

List Box and Date
List Boxes can be created on Data Entry Forms, Main Switchboards (Control Screen) for opening Forms or Reports or on Report Parameter Forms for using in Queries for Data Processing tasks and so on. One or more Values from List Boxes can be selected and used directly in queries or VBA Routines to filter data from underlying tables.

Create List from another ListBox
List Boxes can be created on Data Entry Forms, Main Switchboards (Control Screen) for opening Forms or Reports or on Report Parameter Forms for using in Queries for Data Processing tasks and so on.

Working with Dialog Boxes and Menus
You can create your own dialog boxes and menus. Using the tools presented in this tutorial, you will make your macros behave very much like Access itself--using menus and dialog boxes to improve the user's interface.
By the time you finish this tutorial, you will understand the following key concepts: how to use message boxes, how to design dialog boxes, how to create a switchboard menu and how to add custom menus to your forms and reports.

Microsoft Access Tutorial
Article Index: Queries, Creating A Database, Tables, Queries, Forms, Reports, Data Access Pages, Controlling The User's Input, Subdatasheets,
Designing Forms, Exploring And Analyzing Data, Tables Looks, Design And Exploration, Forms Design Propertie, Controlling Data Output, Controls,
Design And Improvements, Importing And Exporting Data, Macros, Switchboards

Creating Microsoft Access Forms
Let us now go to learning about how to make forms, or data entry forms. Remember that in this tutorial's portion of making tables, we entered data directly onto the finished table. You might think of it as wearisome or quite confusing, what with all the lines, rows, columns, and the multiple directions that you go through to enter data in a table. Making forms or data entry forms, makes entering data a much easier and faster task.

Designing Forms for Efficient and Accurate Data Entry
This excerpt from "Microsoft Office Access 2007 Forms, Reports, and Queries" introduces several techniques that serve to either make data entry less of a chore, or to reduce or eliminate data entry errors (or both).

Microsoft Access Forms
Like many desktop database application development tools, Microsoft Access has very robust facilities for creating forms. For reporting applications you will use yourself you may not need many forms. But if you are setting up a database for someone else to use you will want to create a set of forms for data entry, report selection, etc.

Data Entry with Expansion ability
I am putting together a form for data entry in my database.
I have a bunch of tables that are yes no attribute type. THis is for inspections. Each table being a different group, i.e. basement, bathroom)
What I was wondering was if there was a way to create a form that can expand and hide each group.just like it does in microsoft explore when you can walk down into yout C drive.

Where instead of folders it would be the category, when they open the category it would have the Check boxes for the tables fields.they check the correct ones and then save.

PLease see attachment for what I am trying to explain.

Can I do this in Access and how.anyone done theis before and maybe have a couple code examples

What is switchboard
A Switchboard is a type of form that displays a menu of items that a user can click on to launch data entry forms, reports, queries and other actions in the database. A switchboard is typically created after all of the forms and reports for a database application have been completed. It can be used to guide the user to an appropriate set of forms and reports.
Note that starting with Access 2010, Switchboards are not available by default (you will need to add this to the ribbon bar manually using the Options). Access 2010 now makes use of the Navigation Forms

Intro to Forms and Reports
As done for the tables and queries, Microsoft Access provides a central dialog box you can use to create forms: this is the New Form dialog box.

Use the Find and Replace dialog box to change data
This topic explains how to use the Find and Replace dialog box to find and optionally replace data in an Access database.
* Learn about using the Find and Replace dialog box
* Find and replace data in a table
* Find and replace data in a form
* Find data in a query result set
* Find wildcard characters
* Examples of wildcards in use
* Find quotation marks and null or blank values
* Find and Replace dialog box control reference

Microsoft Access Forms and Combo Boxes
MS Access is a very versatile data handling software. The Microsoft Access Combo box is one of the many features provided which generate elegant user data entry interfaces. A combo box is a data capture control just like a text box. It has a drop down list of predefined values. The user can click on any of these values to populate the text box. Alternatively, data can be typed into a combo box too.

Drop down boxes in forms
I want to create a form for entering data into a stock database table. However I want some of the fields to be drop down boxes to ensure the integrity of the data (suppliers, product type etc).

However when I create a new form all of the fields are text entry and I have no idea how to change it.

Looked at the Microsoft tutorial which kindly suggests that you sketch out an idea of what your form should look like and whether you want text entry or a drop down box. However it doesn't actually tell you HOW you do this

Creating forms using wizard
Data entry forms are the primary means of entering data into tables in the database. In a previous section, we described how to add data to a table using a spreadsheet-like view of the data. Data entry forms offer a more user-friendly interface by adding labels for each field and other helpful information.
Access provides several different ways of creating data entry forms. These include creating the forms by hand using a Design View as well as a number of wizards that walk the user through the forms creation process. In this section, we cover the basic steps for using a wizard to create a data entry form.

Require Data Entry with a Microsoft Access Macro
If you are using a Microsoft Access database application for data entry you will want to ensure the quality of the data that is being entered. Validating data in Microsoft Access allows you to check data whilst it is being entered into the database, and there are various ways of performing these actions.
You don't want to be trying to ship an order to a company that does not have address details associated with it. If you don't have a contact name associated either, you can't even call to find the data. Creating a Microsoft Access macro to require data entry into certain fields will prompt the database user to complete this vital information. This will in turn deem your data to be more accurate and useful to all database users.

Introduction to Forms and Reports
As done for the tables and queries, Microsoft Access provides a central dialog box you can use to create forms: this is the New Form dialog box. To display the New Form dialog box, if no object is opened, on the main menu, you can click Insert -> Form. Alternatively, in the Database window, you can first click the Forms button. Then, on the toolbar of the Database window, you can click the New button.

Validating Required Data in Microsoft Access Text boxes
You may want to prevent users from saving Microsoft Access records with missing information, especially if this data is important. There are several approaches to this and various methods can be used in Microsoft Access, which can be applied in various places. Ideally, you will not be letting your Microsoft Access database users have access to your database tables, so you will need to validate this information in your database forms. You will need to put your validating code in the Microsoft Access form's BeforeUpdate event. This way you can cancel the saving or adding of a record with missing info.

Form Using Data Entry Both Ways
so I have 2 forms. One is an "Add" form and a "Update" form. The Add form has multiple combo-boxes and a few text entries fields. For its purpose, the form has Data Entry turned on. The Add form works perfectly. My Update from on the other hand has a problem. I have Data entry turned off. When the form opens it shows the first item in my inventory and allows for updates with the combo boxes. But if I change a text box it directly changes that field in the main table. I would like it to create a new entry to the table and save for that particular entry. Is there a way to accomplish this? If it requires code can you please provide me a small example?

This is kind of a general question but with a clear purpose. I have a rather active and complicated database. Not your run of the mill list management. I am a bit of a organizing freak and would like to come up with the simplist solution for my end user. Currently I am managing the database from a Form called the Homepage that opens upon opening the database. I am looking at possibly using a switchboard instead.

However, currently I have four combo boxes on the Homepage and about 23 buttons. I am unsure if it is even possible to incorporate combo boxes in the switchboard, or if I would have to completely redesign the way the database functions.

Basically I want to know how many of you recommend using switchboards, or just sticking to a form for the management. Especially for the more complex databases. Thks

Adding (All) Options to Combo Boxes or List Boxes in Access 2007
Learn how to add an (All) entry to the list of items displayed in a list box or combo box in Access 2007.
Developers frequently use list boxes and combo boxes in Microsoft Office Access 2007 forms to let users specify selection criteria. Adding an (All) option to the list of items can be helpful in scenarios when users might want to select all the items in the list.
This Office Visual How To illustrates how to add an (All) entry to the list of items displayed in a list box or combo box in Access 2007.