What is a Form? Step-by-Step Guide to Creating Convenient and Effective Work Forms

What is a form? A form is an object you need to understand when working with Access. If you are not familiar with this tool and do not really understand forms, how to create and use forms, then refer to the information below shared by FPT Shop in the article.

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What is a form? A form is an operation in the Access tool. When you understand how to create and work with forms, it will be one of the most supportive operations in your work. Let’s explore forms with FPT Shop now!

Understanding what a form is

Most people who first hear the term “form” have the same question, which is what is a form. A form is an object that is very helpful for data entry and displaying data and information in a detailed, visual, easy-to-understand, systematic, and quick way. It allows you to control the application or perform a certain function.

In Access, what is a form? A form in Access is an object that allows users to create an interface for a specific database application. In addition, the form is designed to display data, information in the easiest and most understandable way, allowing users to enter and edit as desired. The operations on the form are based on the command buttons designed by the user or the program creator.

More information: What is Microsoft Office? How is it different from Microsoft 365?

So, the question about forms has been answered. You can create a form in two ways:

  • Using Form Wizard: This is the simplest way to create a form, but the created form may have some issues and limitations, making it difficult to meet the user’s needs fully.
  • Using Form Design View: This is a relatively comprehensive tool that allows you to create forms and meet different user needs.

Main functions of a form

After understanding what a form is, it is also important to know the main functions of a form. Forms have essential roles in updating and displaying data. Forms created by Access also have many other advantages, such as:

  • Allowing data entry for one or multiple fields, multiple tables.
  • Supporting fast and easy data filtering for users.
  • Providing a user-friendly and easy-to-use interface for navigation.
  • Controlling program execution.

Structure of a form

What is a form? A form is a database object that helps in updating and displaying user data in a friendly, understandable, and intuitive interface. The structure of a form usually consists of three main parts: Header, Detail, and Footer. All objects appearing in a form are called controls, and there are three types of controls:

  • Bound Controls: Form controls that take data from the database.
  • Unbound Controls: Form information not tied to the data source.
  • Calculated Controls: The value of this control is calculated from other values in the form.

In addition to the above controls, users can also query information in the database and update new information to the database.

Working with forms guide

There are two ways to access the form work interface in Access: creating a new form or editing an existing form in design mode. Here are the specific steps:

Create a new form

Access users can easily create a new form in two ways:

  • Method 1: You double-click on the Create Form in Design View option in Access to design and create a new form on your own.
  • Method 2: You double-click on the Create Form by Using Wizard option in the application to use the built-in wizard to create a form with default settings.

In addition to the above two methods, you can also combine using the wizard and designing the form freely according to your intentions. You can do this by double-clicking on the Create Form by Using Wizard option, then accessing the Form Wizard dialog and selecting Table/Queries, adding the fields you want to the form from the Available Fields box, and finally clicking Next to start creating the form.

Modify in form design mode

In addition to creating a new form, you can also work on an existing form by opening the form and switching to design mode to make changes to the form’s appearance and details as desired.

  • Change the form title.
  • Format fonts in the form.
  • Resize fields by hovering over the field until you see a double-headed arrow and drag to resize as desired.
  • Move field positions by hovering the mouse over the field you want to move, and when the hand icon appears, click to move.

Once you have completed the above actions and any necessary steps, click save to save the edited form.

How many modes are there in a form?

In addition to the question of what a form is, many users also question the modes in a form. Forms have two working modes: form mode and design mode, as follows:

Form mode

Form mode is relatively user-friendly, with a visually pleasing and familiar interface, and is often used when updating data. You can navigate to this mode by:

  • Method 1: Double-click and select an existing form.
  • Method 2: Select the form and then double-click.
  • Method 3: If you are in design mode, select Form View.

Design mode

This mode is used more often when you want to customize the design, layouts, form content, etc. in the form. The form design mode allows users to:

  • Add or delete, change the size and position of data fields.
  • Format fonts, title font size, font size in field content.
  • Create buttons such as close form, move to the first or nearest record for easier data operations in the form.

To switch to design mode in a form, you can follow these steps:

  • Method 1: Select the form and then double-click.
  • Method 2: Double-click if you are in form mode.

Form creation guide

If you need to create a form for work or any purpose, you can refer to the following two methods:

  • Method 1: Double-click on the Create Form by Design View option (design your own form).
  • Method 2: Double-click on the Create Form by Using Wizard option (use a predefined wizard to create a form).

In addition to using the two form mode and design mode separately, you can combine both modes to create a custom form that meets your own needs by following these steps:

  • Step 1: Click on the Form Wizard option.
  • Step 2: In the Form Wizard dialog, select a table or query from the Table/Queries section, then choose the fields you want to add to the form from the Available Fields section, and finally click Next. At this point, you can customize the form’s layout, font, text size, and name, etc.

In conclusion

We hope that through the above information from FPT Shop, you have answered the question of what a form is. Besides understanding the concept of a form, FPT Shop also hopes that you have been provided with some ways to create and edit forms to make it more convenient for data statistics and updating databases for work purposes.

Frequently asked questions

A form is a document or page with fields for users to fill in their information. Forms are used to collect, organize, and submit data efficiently.

Forms play a crucial role in streamlining data collection and making it convenient for users to provide information. Well-designed forms can improve user experience, increase response rates, and reduce errors in data entry.

The essential elements of a form include labels, input fields, instructions, and calls-to-action (CTAs). Labels describe what information is required in each field. Input fields are where users enter their information. Instructions provide guidance on how to fill out the form, and CTAs prompt users to take action, such as submitting the form.

To create effective forms, keep them simple and easy to understand. Use clear and concise language, and minimize the number of fields to only what is necessary. Ensure the form is well-organized and has a logical flow. Consider using input masks and validation to ensure data accuracy. Also, test your forms on different devices and browsers to ensure responsiveness and compatibility.

Common form field types include text fields for open-ended responses, dropdown menus for pre-defined options, checkboxes for multiple choices, radio buttons for single selections, and date pickers for calendar-based inputs. Each field type serves a specific purpose and enhances the user experience.

To improve the user-friendliness of your forms, consider using a progressive approach, breaking down complex forms into manageable steps. Use appropriate input field sizes and clearly indicate required fields. Provide helpful instructions and error messages. Ensure your forms are mobile-friendly and optimize them for accessibility, following web accessibility guidelines.

To increase form completion rates, build trust by assuring users of data privacy and security. Explain the benefits of filling out the form and how their information will be used. Use a clear call-to-action button, and consider offering an incentive, such as a discount or a free resource, upon form completion.

You can analyze form performance by tracking key metrics such as completion rate, abandonment rate, and time spent on the form. Use analytics tools to identify problem areas and user behavior patterns. Based on the insights, iterate and improve your form design, content, and functionality to enhance user experience and increase conversions.