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In the Button Bar, just to the right of
Help (in the Menu Bar), is a button with a lightening bolt
and a small form. This is the New Object: AutoForm
Button. Point to it, make sure you have the correct button,
then click-on it. A New Data Entry Form will
automatically be created and appear.
New
Object: AutoForm
The Form should look something like
the one on the right.
Since you are in the Personnel Table,
the form will “automatically” be created, just like the
Personnel Datasheet. You will now see a data entry form
window. If the form does not fill the screen, click-on the
expansion square to increase the size. Notice your
first record appears.
You may enter data in Form View the
same as in Datasheet View. To save this
form click-on File in the Menu Bar, then on Save As.
The Save As screen will appear with Personnel already in
the Save Form ‘Form1 To: area (see image to the left).
Click-on OK.
The data entry form is now saved as
Personnel, just like the Table. Notice, at the bottom
of the Form screen, that there is a status area (see below) that
tells you what record you are on. You can use it to “move” from
one record to another, or select a new record in which to enter
data. After you have entered a few records, give it a try.
When you first “open” your Person
Database, you may choose your favorite screen
to enter data: The data Form or Datasheet.
Click-on either the Tables tab or Forms tab on the
let of the window. Then, click-on Personnel, and then
Open to begin entering data in your choice. You can
switch back and forth from the Datasheet entry to the
Form entry by clicking on Window in the Menu
Bar. At the bottom of the menu that appears, you will see
Personnel with a check
mark to the left. This indicates that you are currently in
Form View (or Datasheet View) using Personnel. You can
click-on Table: Personnel and you will go to Datasheet
View or Form: Personnel when you are in the main Person
Database window as well.
There is another way to do this. Always inspect
the Button Bar (it changes with different screens). Drag
you mouse arrow over the buttons and see what the help tips
indicate. The button on the left indicates
what “view” your are in: Design View, Form View,
or Datasheet View. You can also move back-and-forth
between view by clicking-on the down triangle to the
right of the button.
Note: When you are
finished entering data and prepare to exit Microsoft Access, or
Close the form, if you did not save before, the program will ask
if you want to Save the Form. This is up to you.
You may save it with your choice of names and it will then
show-up as a form when the Person Database Main Window appears.
Or, you can indicate No, and re-create the form again with the
Wizard.
Important
To record enough information so that you can
see what a database does
enter 24 or more records now.
You may use either Form View or Datasheet View .
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