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Viewing subdatasheets in the Orders table in Datasheet view
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NOTE If fields haven t been specified with which to link records in the subdatasheet with records
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in the datasheet, when you expand the subdatasheet, you ll see all the records in the related table See 3 for more information about relating tables and what that can do
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Looking at Data in a Form
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So far, you ve viewed the Northwind Products table data only in Datasheet view This view is fine for reviewing the data in small tables, but the full datasheet is often too wide to fit all the fields on a single screen A much more convenient way to see the data is in a form with only one record on the screen at once Then you can usually see all the fields and move freely among them without having to use the scroll bars Forms are dual-purpose objects: You can use a form to look up data or to enter and edit data
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Creating the Form
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To create an AutoForm for a table, you needn t open the table first Simply select the table s name in the Database window and click the arrow next to the New Object button The list of new objects you can create includes AutoForm and AutoReport Notice you can use this button to begin creating any of the Access database objects
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Getting Started
NOTE If you simply click the New Object toolbar button without choosing from the list, you
automatically create an AutoForm because it s first on the list and, therefore, the default option To create one of the other objects, click the down arrow and choose from the list The AutoForm feature is a special wizard that doesn t ask you for any input about how you want the form to look or what data you want it to show: it falls back on a default form layout and style The form includes every field in the table, arranged in a single column with the field names to the left, so you can identify the fields The name of the table appears in the title bar of the form window Figure 1-8 shows the Northwind Orders table in Form view after creating the AutoForm The Orders table has a related table Order Details which was available as a subdatasheet (refer to Figure 1-7) When Access creates an AutoForm, it automatically creates a subform containing data from the related table, which corresponds to the current record in the main form
NOTE If more fields exist than can fit on a single screen, you can use the vertical scroll bar to see
the rest To use the form to add a new record to the Orders table, click the New Record navigation button to display an empty form Use the TAB key to move from field to field as you enter data To add a new record in the subform, enter the data in the blank row at the bottom of the subform datasheet
Main form
Subform
FIGURE 1-8
Creating an AutoForm from the Orders table
1:
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When you finish with the form, you can give it a name and save it as a new database object or you can close the form without saving it You can also choose to enter the form Design window and make changes to the AutoForm, and then save it as a custom form You learn more about form design in 10
Navigating in Form View
Moving about the table when it s in Form view isn t very different from moving around in Datasheet view You still have the navigation buttons at the bottom of the window, which you can use to move to other records (and the Go To options in the Edit menu) The subform also has a navigation bar referring to the records in the subform Moving from one field to another is a little different, however Of course, you can simply click in the field you want to work with, but you might find using keystrokes easier Experiment with the keystrokes to see where they take you in the form If the form contains a subform, pressing TAB cycles the cursor through all the fields of the main form, and then through the fields and records of the related subform After leaving the last field of the last record in the subform, the cursor moves to the first field in the next record in the main form The path is reversed when you press CTRL-TAB To switch back to Datasheet view, click the down arrow on the right side of the View button, and then choose Datasheet view from the list You can also choose View | Datasheet View The Form View option remains on the View drop-down list until you close the table without saving the new form
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