Access Forms In Datasheet View
You’ve been working with Access for some time, but so far you’ve just made
databases for your own use. Odds are you came from an Excel background and
were finally convinced of the need to create a database because of a need
for data integrity and security (see our article on the differences between
databases and spreadsheets) . You’ve created a few forms but honestly, you
just can’t see why anyone would use a form when they can just type directly
into the tables like you do in Excel. Looking at data one record at a time
is like watching a movie through a cardboard paper towel tube! What are the
benefits of using Forms?
Upon first creating a database for more general use, many people learn the
hard way that some individuals are ‘just curious’ to know what happens when
a table is deleted from a database. Others forget that while data in a table
is not useful to them, it is useful to others and should not be deleted. In
some cases, people aren’t sure whether to enter 20 or 0.2 for 20%.
Unrestricted access to database tables can cause all sorts of data integrity
issues (and headaches for their creator).
Forms, then, are an intermediary; they restrict access to database tables.
Data entered into a form is not immediately entered into a database table —
at least, it shouldn’t be! There are a variety of methods for validating
data before it is committed or before it is deleted! Of
course, the form must be programmed by a capable administrator to perform
these functions but the existence of forms and the denial of direct access
to database tables ensures the integrity of the database.
Your database table can restrict by data type, but it can’t compare one
value to another and decide whether or not the data makes sense. Also, a
form can restrict the type of interaction that a user has. For instance, an
order entry form can allow users to enter new data, but
not
allow them to edit or delete data—that requires a manager. Or a contact
database form can allow edits to addresses and phone numbers, but not allow
additional entries. All of these properties are set with one click of a
button in the form properties window.
So you agree that there are some useful features in Access forms, but you or
your users still want to view multiple rows of data at the same time. No
problem! The two forms above are
identical! No programming changes were made and all of the same data validation(s) and restrictions on interactions apply.
Just set the form view to Datasheet View (the same menu you use to switch
between design view and form view). You can also set the form to default to
this type of view by setting the Default View property in the database
properties window to Datasheet. Give it a try and keep
your users happy and your database intact.