Microsoft Access can give you a proper data entry form in under ten minutes: a table to hold the records, a form built by the Form Wizard, and buttons to add, save and delete records.
Video
Step 1: Create the database
Open Access → Blank Database, name the file demo.accdb and click Create.
Step 2: Design the table
Open Table1, switch to View → Design View and save it as Candidate Details. Add these fields:
| Field | Data type |
|---|---|
| Serial Number | AutoNumber |
| Registration ID, First Name, Last Name, Address, City, State | Short Text |
| Date of Birth | Date/Time |
| Gender | Lookup Wizard (type the values: Male, Female, Other) |
| Email ID | Hyperlink |
| Picture | Attachment |
Save the table and switch to Datasheet View.
Step 3: Build the form
Go to Create → Form Wizard, choose the Candidate Details table, move all fields across, pick the Columnar layout and click Finish.
Step 4: Tidy it and add buttons
Switch to Design View. Resize the labels and boxes, and set the fonts and fill colours you like. Then add three buttons with Form Design → Button:
- New: Record Operations → Add New Record
- Save: Record Operations → Save Record
- Delete: Record Operations → Delete Record
Step 5: Use the form
Switch to Form View. Type the details, pick the date of birth from the date picker, choose the gender from the drop-down, and double-click Picture to attach a photo. Click Save and the record goes into the Candidate Details table. Click New for the next one.
Access or Excel?
- Use Access when several people enter data, records run into thousands, or you need photos and searching.
- Use an Excel data entry form for a small list that stays in one workbook.