Newbee help with forms

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jerseygirl54 - 13 May 2008 21:49 GMT

I am VERY new to Access. I am trying to create a simple roster form for PD
Training. I have created a list of classes and imported a list of officers.
On my form I have the top as the Classes with class number, class catagory,
date, hours, Instructor Name. On the bottom, I have a subform with the list
of officers. I would like to choose the class Name and have it auto fill in
class number, catagory, date hours, instructor name and have the bottom to
fill in who has attended the class.

I hope that I've explained it well.

Thank you for your assistance and patience with me! :-)

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John W. Vinson - 13 May 2008 23:32 GMT

>I am VERY new to Access. I am trying to create a simple roster form for PD
>Training. I have created a list of classes and imported a list of officers.
[quoted text clipped - 7 lines]
>
>Thank you for your assistance and patience with me! :-)

You need *three* tables, not two. Each Class will be attended by zero, one, or
many Officers; each Officer may attend zero, one, or many Classes. Your tables
might be:

Officers
OfficerID <Primary Key, maybe a badge number, some unique identifier>
LastName
FirstName
<other biographical data>

Classes
ClassNumber <primary key>
<your other class specific fields>

Enrollment
ClassNumber <link to Classes>
OfficerID <link to Officers>

You would have a Form based on Classes, with a Subform based on Enrollment; on
the subform you could have a combo box storing the OfficerID but displaying
her or his name:

SELECT OfficerID, LastName & ", " & FirstName FROM Officers ORDER BY LastName,
FirstName;

as its rowsource.

On the mainform you could use the Combo Box Wizard to add an unbound combo box
- use the "Use this combo to find a record" wizard to create it.

Signature

John W. Vinson [MVP]

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jerseygirl54 - 14 May 2008 16:01 GMT

Thank you, John. I'm going to try it. I think one of the problems is that I
have way too many tables! :-)

> >I am VERY new to Access. I am trying to create a simple roster form for PD
> >Training. I have created a list of classes and imported a list of officers.
[quoted text clipped - 37 lines]
> On the mainform you could use the Combo Box Wizard to add an unbound combo box
> - use the "Use this combo to find a record" wizard to create it.

Reply to this Message

John W. Vinson - 14 May 2008 18:24 GMT

>Thank you, John. I'm going to try it. I think one of the problems is that I
>have way too many tables! :-)

If you get your data model and table structures right in the first place,
you'll find that Access is much more cooperative. Here's some sources of
information about how to do so:

Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

A free tutorial written by Crystal (MS Access MVP):
http://allenbrowne.com/casu-22.html

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

Signature

John W. Vinson [MVP]

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