Why Use Microsoft Access Database Forms

Microsoft Access forms allows data to be presented, managed and controlled in a user-friendly environment making your database system more intuitive to use.

Designing Access forms is critical especially for other users who will be responsible for the day-to-day running of a database and who have very little knowledge of the structure of an Access database or any of its background processes.

This type of object is deemed as part of the front-end of Microsoft Access and is an optional component that is implemented as part of the database application.


Access Database - Forms Design and Runtime Views

Access Database - Forms Design and Runtime Views image


To help identify whether you will need an Access Form, you may need to answer some of the following questions:

  • Are you going to be the sole user of the Access database application?

  • How many other users may be responsible for maintaining your Access database?

  • What is the life expectancy for your database?

  • Are general user’s proficient with Microsoft Access and their management tools?

  • Do you need to add some level of security?

  • Do you have sensitive data that you need to restrict?

These are just some common questions that need answering in order to allocate the amount of development time required for forms.

There are different types of forms for different applicational benefits and when designing your objects it will probably fall into one of the four types of Access forms I’ve identified which helps me set templates and their correct properties:

    1. Data Entry Forms which give users an easy to use interface to add, modify and delete records.

    2. Screen Enquiry (Read-Only) Forms that allow users to view as read only screens restricting functionality and filtering for certain records only.

    3. Dialog Box Forms which act as a communication portal between users and the system passing data and values to interact with Microsoft Access.

    4. Switchboard Menu Forms which allow users to navigate around the database system without ever knowing or having access to the background design.

      This task can be time consuming and it will help to have a good understanding of the components, controls and their properties that will control your workflows and give a user-friendlier experience. Take a look at How To Build Access Database Forms eBook which is great value and comes with support.

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