How to Create Data Entry Forms with ComboBox Dropdowns in Microsoft Access on Windows 11
Posted on 17th June 2023
If you’ve ever tried to create a data entry form in Microsoft Access, you know that it can be a bit tricky. One of the most frustrating things is trying to get the form to display a dropdown menu of options. Luckily, there is a way to do this with the help of the ComboBox control.
In order to create a data entry form with a ComboBox dropdown in Microsoft Access on Windows 11, you will need to follow these steps:
- Open Microsoft Access and create a new blank database.
- Click on the “Create” tab and then select “Form.”
- Click on the “Combo Box” icon in the “Controls” section.
- Click and drag the ComboBox control onto the form.
- In the “ComboBox Properties” window, click on the “Data” tab.
- Click on the “Row Source” dropdown and select “Table/Query.”
- Select the table or query that contains the data you want to display in the dropdown menu.
- Click on the “Column Count” dropdown and select the number of columns you want to display in the dropdown menu.
- Click on the “Column Widths” dropdown and enter the widths of the columns you want to display in the dropdown menu.
- Click on the “Bound Column” dropdown and select the column that you want to be the value of the ComboBox.
- Click on the “Column Heads” checkbox if you want the column headers to be displayed in the dropdown menu.
- Click on the “Limit To List” checkbox if you only want the options in the dropdown menu to be limited to the items in the list.
- Click on the “Sort” checkbox if you want the items in the dropdown menu to be sorted in alphabetical order.
- Click on the “Auto Expand” checkbox if you want the ComboBox to automatically expand to the width of the widest item in the list.
- Click on the “Apply” button and then click on the “OK” button.
- Click on the “View” tab and then select “Form View.”
You should now see a dropdown menu on your data entry form that contains the options you selected. You can now use this form to enter data into your Access database.
In order to create a data entry form with a ComboBox dropdown in Microsoft Access on Windows 11, you will need to follow these steps:
1. Open up Microsoft Access and create a new blank database.
2. Click on the “Create” tab and then select “Form” from the “Forms” group.
3. Click on the “Combo Box” button from the “Controls” group.
4. Place the ComboBox on the form and resize it as necessary.
5. Right-click on the ComboBox and select “Properties” from the drop-down menu.
6. In the “General” tab, enter the following information:
Name: cboCountry
Row Source Type: Table/Query
Row Source: qryCountry
7. Click on the “Format” tab and make sure that the “Column Count” is set to 2.
8. In the “Column Widths” field, enter the following:
0″;2″
9. Click on the “Data” tab and make sure that the “Bound Column” is set to 1.
10. Click on the “OK” button to close the properties window.
11. Save the form as “frmCountry”.
12. Close the form and open up the “Table: qryCountry” query in design view.
13. In the “Field” row of the first column, enter the following:
CountryID
14. In the “Table” row of the first column, enter the following:
tblCountry
15. In the “Sort” row of the first column, select “Ascending” from the drop-down menu.
16. In the “Field” row of the second column, enter the following:
CountryName
17. In the “Table” row of the second column, enter the following:
tblCountry
18. In the “Sort” row of the second column, select “Ascending” from the drop-down menu.
19. Save the query as “qryCountry” and close it.
20. Open up the “frmCountry” form in design view.
21. Right-click on the form and select “View Code” from the drop-down menu.
22. In the code window, enter the following code:
Private Sub cboCountry_AfterUpdate()
Me.txtCountryID = Me.cboCountry.Column(0)
End Sub
23. Save the form and close the code window.
24. Test the form by entering data into the ComboBox and making sure that the CountryID text box is updated accordingly.
How to Create Data Entry Forms with ComboBox Dropdowns in Microsoft Access on Windows 11
If you’ve ever tried to create a data entry form in Microsoft Access, you know that it’s not as simple as it should be. The built-in form tools are very limited, and creating a form from scratch can be a tedious and time-consuming process.
Fortunately, there’s a better way. With a few clicks, you can create a form that includes a ComboBox dropdown for each field. The ComboBox will allow you to select the value for each field from a list of options, which can be entered manually or pulled from a table or query.
Step 1: Open the Access Database
Open the Access database that contains the table you want to create a form for. If you don’t have a database, you can use the sample database that comes with Access.
Step 2: Create a New Form
Click the “Create” tab on the ribbon, then click “Form” in the Forms group. This will open the Form Designer, which is where you’ll build your form.
Step 3: Add a ComboBox for Each Field
Click the “Combo Box” button in the Controls group, then click and drag on the form to create the ComboBox. Repeat this step for each field in the table.
Step 4: Configure the ComboBox
Double-click on the ComboBox to open the Property Sheet. In the Data tab, click the “…” button next to the “Row Source” property.
In the Query Designer, select the table or query that contains the values you want to display in the ComboBox. If you’re manually entering values, type them into the “Value List” field. Click “OK” when you’re done.
Step 5: Preview the Form
Click the “View” button in the ribbon to preview the form. You should now be able to select the value for each field from the ComboBox.
Step 6: Save the Form
When you’re satisfied with the form, click the “Save” button in the ribbon. Give the form a name, then click “OK”.
You can now use the form to enter data into the table. When you’re done, click the “Close” button to return to the Access database.
