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If you are using an invoice system in your Access database, you might want to show customers with the related sales. You can achieve this by using a main form and a sub form. A form within a form is called a sub form.

Let’s say there are two tables – Customer and Sales. You can create a form based on the table Customer. Select Forms in the main database window and click New, then Form Wizard and the form “Customer”. You can select the following from the available fields: Customer ID, FirstName, LastName, Address1, Address2, and Tel. Then click “Next” to go to the next screen. As a layout you should choose “Columnar” and then click “Next” again. You can select Standard for your style and click “Next”. Now it is time to name the form “Customers” and click “Finish”. You have created the form “Customers” in Access.

If you want to show sales for the customer you have to create another form which is going to be a sub form. And again you are going to use the Wizard for this. You can repeat the above steps but make sure to choose the table “Sales” for this. Fields to select are OrderID, CustomerID, OrderNumber, OrderDate, ProductNumber, and Price. Then click “Next”. As the layout for this form will be “Datasheet” and the style – “Standard”. Name your form “Sales” and click “Finish” which will create form as a datasheet. It will resemble the Excel spreadsheet. You can close the form now and go back to the database window and then open the form “Customers” in the design view. Make some room by expanding the form edges. Then go back to the database window, leaving the form in design view.

Select form “Sales” and drag it to the empty area in the “Customers” form. You can stretch the form as you like and give it the desirable position. Then you can run it. Now go to the menu option “View” and select “Form View”. Now your forms related. If you go to the Properties of the forms you would see notes like Link Child Fields and Link Master Fields. Access made the link when the sub form was created because fields had the same names in the both tables. Now you can change the color of your forms and add other features to them.

As you can see, it is a very powerful feature of Access to create sub main forms. You can use them for showing a single record and related multiple records. With feature it is easy to model a lot of relationship. One of the customers can have more than one sale, for example. With the above steps you will be able to make the performance of your Access database a little more effective.

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Sometimes when you use Microsoft Access database you need to get pieces of information from different tables and show them in one form. It could be a hard task to do for many of us. But with some tips and little skills you will be able to link database tables easily even with a little experience. The simplest way to do that would be through the Primary Key option in the MS Access. This option identifies and classifies the data in a table. If you represent your data in different tables but with the same Primary Key, you could relatively easy link the tables.

The first thing you have to do is to create a new query. Once you have created it and named it, you should view the inner workings of the query and open it in the Design View. It is a new query so there should be no tables listed. Then you should select the option to add table or query, in order to select the tables you want to link.

You will be able to link the tables easily if the Primary Key for the selected tables is the same. You could simply select the field set as your primary key and then drag it to the particular table’s primary key. So, in the result, the tables are linked by the identifying primary key. And your query will be able to display the information from either table.

If the selected tables have a different Primary Key, then in order to link the table you will need to do a little more work. Let’s imagine you have two tables. One of them has the automatically numbered Primary Key and it also contains another field besides Primary Key. That field has the description of different options that you can select and that are stored as strings. This kind of table is known as the static table or the list table because the information in it doesn’t change. The other table in question contains the information about accounting for customers in small businesses. And one of the fields in this table shows if the customer paid the outstanding bill.

So, in the new query, you should link the two fields together. You can use the Criteria option in the viewer in order to accomplish the linking. You can also link the data in the static and dynamic tables. With a little practice you will be able to pull the data from multiple tables and display it in a single query. After you gain some more experience you will be able to create more complex queries, which will help you make your Microsoft Access database work more effective and efficient for your personal or business use.

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