When you’re doing data entry, you want to minimize keystrokes as much as possible to save time (not to mention prevent carpal tunnel). Because we all love to save time, don’t we? One good way to save keystrokes is to have fields fill-in automatically as you enter data. For example, once you enter the customer number, the company name, address and phone number could automatically fill in.
Here is a relatively simple way to create that form. For this example, I’ll be using 3 tables. The Students table has 3 fields: Student_ID, FirstName, and LastName. The Classes table has 2 fields: Class_ID and ClassName. The Registration table has 2 fields: Student_ID and Class_ID. You’ll notice those two fields already exist in the other tables.
The simplest way to create your autofill-in form is to create a query from the fields you want to auto fill. In this case, I want a registration form that when I enter the Student ID and the Class ID, the student’s name and the class name is automatically filled in.
That’s it. You now have a autofill-in form. Go ahead and try it! When you enter the Student ID and hit tab, the student’s name should fill in. When you enter the Class ID, the class name should fill in. At this point, I would go in and set the tab order to go from the Student ID to the Class ID, so you don’t have to use the couple of extra tabs to go through the fields that automatically fill in. If you find you need to change something in those fields, you can always click on them.
I uploaded the database I used in the above example to give you an idea of how these tables, query and form will look. You can access it here.
Remember, when you are creating a database, plan out what you want to do ahead of time. It’s easier to set up the database if you have the design sketched out ahead of time.