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Forms and Importing Data in Access

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Highlight the Customer Table, click on the Create

tab and then on the Form icon.

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Customer form generated.

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A customer’s data is shown in the main part of the form and that customer’s orders are shown in the “subform”

subform

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• One can use the form’s navigation arrows (not to be confused with the subform’s navigation arrows) to move through the customer records. Back one record Forward one record– | Back to first record | Forward to last record * New record

• One can also use the form to enter data a new customer record or the subform to enter a new order record.

subform

form

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Use the subform to place another order for Jane Doe.

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Close the form, you should be prompted to save it.

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Open up the Order table and note that the new

record appears there.

Use the drop-down list on the left-hand side to choose Forms

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Use the Customer Form to add another customer.

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Close the form and open the Customer table to

verify that the new customer was added.

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Return to the Customer form and go over to

Design View.

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Right click in the open form area, choose Fill/Back Color

from the menu, then select a color from the palette.

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Place the cursor near the right edge of the form, it should become a double headed arrow. Drag the arrow to increase the size of the form.

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Clicking on it a second time allows one to change

the text, make it say First Name.

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Click on something else and then click on the label-textbox combination. You can get double-headed arrows on either side of the label or textbox use them the adjust the sizes. They all moved together.

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Right click on the label and choose Properties.

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See the Property Sheet on the right.

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Rearrange the other labels and textboxes to make a more presentable form. (I could move things after I cut and paste them.)

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Look at the form in Form View

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One may need to return to design view to make adjustments for instance shrinking the state textbox.

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Adjustments to the size of the columns in the subform can be made in Form View. Place the cursor between two columns, when it becomes a double-headed arrow, drag to adjust the column size. Changing the subform is really changing the Order table.

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Go to the US House of Representatives site and download (right click/Save target as) the Excel Spreadsheet list of members.

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Open the file with Microsoft Excel.

Next go to the Telephone Directory

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Highlight and copy the data. Since we will paste into Excel (Microsoft) it is best to use Internet Explorer (also Microsoft)

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Paste it into Excel – make sure the names line up.

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Delete the column with the duplicate name information. Save.

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Start a new database. Go to the External Data Tab and click on Excel

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Select the file and click Open.

Choose the Import option.

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Check the box indicating that the first row contains the field names as opposed to just containing other data.

Chose “Do not import” for the Prefix field

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Rename the field names – spaces in field names are trouble

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Decide what to do about primary key

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Wizard

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Wizard 2

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Wizard 3

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Result from Wizard

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I dragged RepFirstName back to Table2 and then RepState (DC) and RepCity (Wash.) to Table3

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Highlight a table and click on the rename table button and rename the tables.

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More wizard

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Even more Wizard

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Allow it to create query that recreates original input

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Examine the tables and query in DataSheet view.

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Make a parameterized query that lists the

members from a state entered by the user.

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Create the query below that list the states and the number (count) of representatives. The Total row is obtained by clicking on the button.

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Results of the counting query.

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SQL View of the counting query.

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We can give the column a different name by

editing the SQL statement.

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Save and run. Results with renamed column.

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Start a new query and go to SQL view. Enter

the text seen below.

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We now have “firstname lastname” as a

single field in the query results.