MS Access - Edit Form
We have learned several ways to create simple data entry forms. Although the forms facilitate the data entry process; these may not be used for any other purpose you wish. They may not be eye-catching or user-friendly for what you intended.
- When creating a form, the first thing you'll probably want to do is resize or move the controls around.
- You may also need to add a control or remove a control.
We will now explain how to modify your form in a simple way.
This is simply a generic term used to describe any object on a form or report that displays data, performs actions or elements used for decorations such as a line. EIn other words, a control is pretty much anything that is placed on a form or report.
The following can be thought of as controls -
- Objects such as labels.
- Unlinked or linked text boxes that you can use to add, edit, or even calculate an expression.
- Command buttons that perform actions such as Save, Open Email or Print and these buttons are also called controls.
- This is only a generic term for any object on a form or report.
We will now look at the different aspects of making a form presentable and understand how to edit and modify a form. Now let's open our Multiple Items form which lists all tnlEmployees employees.
As you can see a list of employees, but doesn't really look like avery user-friendly list. Our controls are oversized. They're too large, spaced out, and don't provide a very useful list view.
To change the appearance of your controls on this form, you have two form views that you can use. On the Home tab, click on the View drop-down menu.
You have the layout view or the design view, and these two views are used to modify your form. Form opens by default; this is the view you will use to interact with or modify the underlying data source.
To modify the appearance of the form itself, we have to go to Layout view first.
When you switch to Layout view, you will see a series of contextual tabs appear.
At the top of Access, you will see an area marked Form Layout Tools with three oTabs - Design tab, a Layout tab and a Format tab and each of these tabs has different options to format the look or appearance of the form.
When you take your mouse and click on any of these controls, you will notice that Access will highlight a given area of that form and all of the roles in that area are shaded in orange light while the actual control you select will be darker than the previous one or have a darker orange around where you click.
Here , you can resize your fields as you want by clicking and dragging your mouse to resize the height or width or both of this control.
On this particular form, when you resize a single control, you also change the size of the rest of your controls on your form, it is becauseof how they controls are grouped. Now adjust all the fields as you want using the click and drag function of the mouse.
That's a quick way to change the height and width of controls in your form from this Layout view.
In Access, there are a few basic ways to format your forms using built-in themes, font colors and styles, custom fill colors and alternate line shading. Now let's open frmEmployees .
The forms created by Access are clean and simple. They have a blue bar at the top and a white background.
If you want to see how you can style these forms, you can go to Design view or Layout view and explore some of the options you have on the Design tab in the Themes area.
If you click on the Themes 'drop-down gallery, you have many pre-created themes to try. Hover your mouse over one of them these will give you a preview of the changes such as the font colors and sizes and the actual font used. To apply a particular style just click on it with your mouse and you will be able to see what it looks like.
If you like the theme but want to change the colors, you can adjust the colors by going back to the Themes group on the Design tab and choosing the color you like. You can also create custom colors to match your business colors.
Likewise, you also have the choice of a series of font styles. You can choose one from the many that come with the Office suite or you can customize these fonts., choosing a specific title font, size font, and even creating a custom name for that font group and saving.
Let's go back to frmEmployees . Below this form, you will see that each alternate row is grayed out.
The formatting option is called Alternate Line Color and if you want to adjust it in multiple form, go to Design View .
Select this detail section, then go to the Format tab and in the background group you should see an option for Alternate Line Color . You can change the colors of the alternate rows. To see what this looks like, just go to Form View or Layout View.
If you don't you want any shading you can choose No color like Alternate Line Color and it 's more the traditional look of earlier versions of Access.