FQR - Database Forms Lesson

Database Form Lesson

Introduction

Data entry is tedious and people often make mistakes, such as entering information into the row or column. Also, if other people are going to use your database, it’s usually not a good idea to give them full access and allow adding data directly into the tables. There is always a chance of a careless mistake, such as entering information into the wrong cell, or an accidental change of settings that may break the database. So how do we avoid this problem?

We use forms to avoid these problems! Forms are a user-friendly way to enter new records into your tables, without endangering the integrity of our entire database.

This lesson demonstrates how to create and manage database forms.

 

Creating Forms

Before we can begin using forms, we need to add that option to the Ribbon, as it’s not a standard spreadsheet option. Since we are entering data, we will create a new menu item under Data tab.

1. Click File, Options, and Customize Ribbon.
2. Click the drop-down menu for Choose commands from: and select Commands Not in the Ribbon.
3. Click Data under Main Tabs list and then click New Group.
4. Click Rename, select an icon that represents forms (you can pick or just use the one shown in the demo video), Change Display Name to Forms, and click OK.
5. Scroll down Commands Not in the Ribbon menu, click Form, and click Add.
6. Click OK, to return to the worksheet.
7. Click Data and you will see the new item, Form!

 

Sample Form

Now let’s create a sample form, using our new button.

1. Before we can begin using the Form menu, we need to create some field names.
2. Let’s say we need an inventory form, so the manager can delegate this task to another employee and then just pull data from the form.
3. Name the table (worksheet) as Inventory Form.
4. We will use the following fields:
   1. Item Number
   1. Item Description
   1. Quantity
5. Enter field names as column headings, apply Bold formatting, and then resize the column width.
6. Select all field names and click Form under Data tab.
7. If you get an error message, just ignore it and click OK.
8. You should now see your form!

9. Now simply enter data and then click New for the next record.
10. As you can see, you can also move between records, by using Find Prev or Find Next options.

As you enter data, information is immediately updated in the table. However, because you are entering information via the form, you are only using three boxes, thus avoiding a risk of entering information into the wrong column or row.

Also, you can lock certain rows or columns, using protection options on the Review tab. That would prevent users from making any changes to the existing data. Because forms are so easy to use, even inexperienced computer users can enter data without messing up your database!

 

 

There are also situations when it is necessary to create forms that users fill out and either print or submit electronically. While information from these forms is not automatically added to the database, they are still very useful for data collection.

1. Click File and New.
2. Search for the online template, using form as your search term.
3. Pick any form you like and click on it.
4. Now you can easily customize it for your business or organization, lock cells you do not want users to change, save, and distribute your form as needed.

  

  

Enabling the Developer Tab

Try creating a sample form using the Developer custom menu. Refer to the demo video for instructions.

 

  

Google Forms and Branching Logic Tutorial

In addition to database software like Access, you can use Google Forms to collect data. All you need is a Google Drive. If you already have a Gmail account, you are all set. If not, you could create a new Gmail account to try this tutorial. Or, you can just watch the video.

 

  IMAGES CREATED BY GAVS