Forms in MS Access

In this article Forms in MS Access we give the complete explanation of Forms, Reports, and Modules in MS Access, ideal for understanding or creating a full-fledged database system:

Forms in MS Access

What is a Form?

A Form is a user-friendly interface for data entry, editing, and viewing records from one or more tables or queries. It’s like a visual front-end for the database.

Purpose of Forms:

Simplifies data entry and navigation
Enhances user interaction
Can include buttons, dropdowns, checkboxes
Supports validation and macros/VBA

Types of Forms:

Form Type	Use
Single Form	Shows one record at a time
Continuous Form	Shows multiple records (like a table)
Split Form	Combines form view and datasheet view
Navigation Form	Acts as a menu or dashboard for switching between other forms/reports

Create a Form Using Wizard:

Go to Create → Form Wizard.
Select a table or query (e.g., Students).
Choose the fields you want to include.
Select the form layout (Columnar, Tabular, Datasheet, etc.).
Name and finish.

You can now customize it using Design View (add labels, buttons, images).

Reports in MS Access

What is a Report?

A Report is a printable output of data—designed to display, summarize, and analyze information from your database in a structured, often stylized, format.

Purpose of Reports:

Summarize data for printing or exporting (PDF/Excel)
Show grouped or sorted data
Include totals, averages, counts
Format content for professional presentation

Types of Reports:

Report Type	Description
Simple Report	Lists all data from a table/query
Grouped Report	Groups records (e.g., by Course)
Summary Report	Contains totals, averages, counts
Labels Report	Useful for mailing labels or ID cards

Create a Report Using Wizard:

Go to Create → Report Wizard.
Choose table/query and fields to display.
Group or sort data if needed.
Select layout (Stepped, Block, Outline).
Name and finish.

You can adjust layout/design using Report Design View.

Modules in MS Access

What is a Module?

A Module is a collection of VBA (Visual Basic for Applications) code that can be used to automate tasks, create custom functions, or handle complex logic not achievable by macros alone.

Types of Modules:

Type	Description
Standard Module	Contains general procedures and functions accessible from anywhere.
Class Module	Associated with forms/reports (like an embedded code section).

When to Use Modules:

Create custom functions (e.g., GetStudentStatus())
Automate processes with event-driven code
Handle advanced validations
Replace or extend macro functionality

How to Create a Module:

Go to Create → Module.
The VBA editor opens.
Write code like:

Public Function GetStudentStatus(Marks As Integer) As String

If Marks >= 40 Then

GetStudentStatus = “Pass”

Else

GetStudentStatus = “Fail”

End If

End Function

Use this function in queries, forms, or reports.

Summary Table:

Feature	Purpose	Where Used
Forms	Input, edit, view data	Data Entry Screens
Reports	Output formatted summaries	Printing, Presentations
Modules	Advanced automation and logic using VBA	Behind-the-scenes programming