Form properties

Visualizing the properties


To visualize the properties of any object we need to situate ourselves in the object and then open the Properties window, and to access the properties of the form we need to click on the top left corner of the form ( the black box) and click on the button on the toolbar. the Properties window will then open which we will look at next. The properties are organized into various tabs in this window, the All tab contains all the properties, The Event tab permits us to associate macros, procedures or a VBA code to run when an event associated with the form occurs, this does not enter into this course.

We will see now the most commonly used properties.

The format tab


The Caption is what appears on the title bar.

Default View permits us to specify the inicial format of the form, it is the view with which we visualize the data on opening the form. In this property we can choose between the following values:

Single form: shows us just one record per screen acording to the design defined.

Continuous forms: shows various records (as many as will fit on the actual screen), it generates a copy of the detail section for each record that fits in the window.

Datasheet: shows us the records organized into rows and columns as in datasheet view which we already know.

The Allow... property indicates which views are available once the form has been opened, those that have their property as Yes will be seen in the views shown in the list of the button and in the View menu.

The ScrollBars: permits us to define which scroll bars are to be seen in the form when the form is bigger than our computer screen. It can be Vertical Only, Horizontal Only, Both, or Neither (no scrollbar is displayed).

Record Selectors: to specify whether the record selectors should appear or not (the record selector is a small box placed to the left of a record in which we can click to select the entire record in Datasheet or Forms view, and appears with a pencil when we are editing the record).

Navigation Buttons: if the property is established as Yes, the Navigation bar appears in the form view.


Dividing lines: if this property is established as Yes, a line separating each record will appear in the form view. This property is usually used when the default view is Continuous forms.

Auto Resize: indicates whether the Form window opens with the correct size to show the complete records automatically. The Form window only changes if opened in Form view. If the form is first opened in Design view or Datasheet view, and next you pass to Form view, the Form window will not change in size.

Auto center: indicates whether or not the form will be automatically centered in the application window when opened.

Depending on the size or the placement of the application window, the forms can appear partly hidden to the sides of the application window. Centering the the form automatically on opening will make this easier to see and to use.

If in the Design window you make any change to the form whose Auto resize property is No, and whose Auto center is Yes ,the form view will change before saving the form. If you do not do this, Access will trim the right and bottom borders the next time the form is opened.

If the Auto center property is established as No, it will open the Form window with the top left coner in the same position as on closing.

The properties referred to Buttons serve to make these buttons appear or not in the Form window.

The properties referred to Picture refer to a picture in the background of the form, on occasions a background can require a large amount of memory.

The data tab


Record source: indicates from which table or query to extract the data to be seen in the form.

On positioning yourself over this property an arrow will appear with a drop down list of all the tables and queries defined in our database from which to choose one. The button also appears to allow us to enter in to the Query design window and define a new query that will not be saved, but the property will be filled in with the SQL code corresponding the query we have defined.Those persons who know SQL can write the SQL sentence directly into the property.

Filter: allows us to put a condition to filter those source records that we want to appear in the form. The filter functions when we click on the apply filter button on the toolbar or the Apply filter/Sort in the Records menu.

Order by: indicates the field for which we want to extract the sorted records. If we want to put various ordination fields we need to separate them with ;.

Allow filters: if this property is established as No, the buttons on the toolbar remain disactivated as well as the filter options in the Records menu.

Allow Edits: if this property is established as No, no changes can be made to the data appearing in the form, it can only be viewed.

Allow deletions: if this property is established as No, records can not be deleted.

Allow additions: if this property is established as No, new records can not be added.

Data entry: if this property is established as Yes, when you open the form the already existing records will not appear but rather a record in blank to start adding new records. E.g it can be used when someone needs to introduce data into the form, but not to have access to the existing records.


The other tab


Pop Up: is a pop up form that remains above the other windows. A pop up form can be modal or non modal.

Modal: When a form is opened as a modal form, the user needs to close the form in order to be able to click outside of it. Dialogue boxes and messages are normally modals.

Cycle: allows us to specify what will happen when we are in the last field of a row and we press the TAB key.

If we select the All records value, we go to the next record.

If we select the Current Record value, we stay in the record and return to the first field of the record.

If we select Current Page, we return to the first field of the page.

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