How to Create a Microsoft Access Subform

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I know you may be asking why you need to create a subform in the first place, but here’s a good question: why?

This kind of database application is a form that will help you create repeating data for use on a web form. For example, you could use it to show customers the total sales for a week in the year 2011. When you create a subform you can set criteria for the data displayed, for example showing only items of $500 or less. It just multiplies the item quantity by 1,000. The subform is a great way to organize related data for data entry teams.

Here are five quick steps to help you create your version of a subform. Most of these techniques will work with both Microsoft Access 2016 and 2019, however, you will need an Access programmer (or a staff member who has some skills) to perform the steps in your project.

Detailed instructions

1) Create a table named “debut” that contains the field definitions of the main data you will use in the reporting exercise. Sale items and product quantities are the data we want to use. Provide the data in the table with the field names in the opening row and the data in the established rows for each field you want to add to the form.

2) Next, create a subform named “eria” and provide it with the same name as your main form as your subform name. You will need to add these fields from your table as column headers. Each field you add to the subform will be defined in terms of the data type and will need to match the data types of the fields in your main form.

3) Many times you will want to dynamically change the criteria for a drop-down list in a subform. For example, you may have a form setup where you have categories from Sales, continuity, Bio- likes, Dr. Experience, F. blessing, buy Low, buy One, fame, like Luck star. You can make this form use a drop-down from any of these fields.

4) It is also a good idea to provide a sort access list for a subform in your main form for data entry team members. The thought process here is to think of a doorstop, grab a cookie, go in and select an item from the list on the window. We will call this the “vertical toolbar.” A vertical toolbar is easy to set up with form templates as well.

5) Now let’s assume we have new data in the form and want to put it in the subform. It is important to note that we are still working under the form outline template.

6) We will need to open the form and make it into a subform. We will accomplish this by locking the upper-level form.

7) Create a horizontal menu on your main form in what is known as a subform. The positioning of the subform will be the same as the main form, but it will contain a list of items in the format, title, Desk, Subform.

8) The two ways to lock the subform are to make the form inactive and then is able by the subform owner. If you are dealing with an active form, make sure you lock every level of the hierarchy. 9) For the subform, make sure you are not running two pages in the same subform.

10) Now we are ready to insert the data Into the subform. Shutoff the form and click on the subform handle.

11) An object snapshot will appear, identify the type (menu), and dimensions of the subform. The form will be highlighted and then inserted into the subform.

12) Return to the main form. You will now see a pop-up form with your new subform displayed. Try holding down the left mouse button down and drag the subform to a blank area of your form. A dotted line will appear.

13) The subform has been inserted into the main form. Reside in the main, select all of your form objects and delete the buttons, if you are not using them.

14) Return to the main form and repeat steps 11 & 12, except make sure you delete the add button and delete the entire contents of the subform and not just the button.

By following these tips you will be able to achieve a subform design quickly and easily.

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