Creating a Switchboard in Microsoft Access

A switchboard is a specialized type of form that allows easy, user-friendly access to any part of your database.  This manual will take you through creation of a switchboard that accesses data entry forms.  If you are not yet familiar with these objects, read through the manual for them first.

A sample switchboard:

 

Getting started

Make sure your database is open.  You will also need to have at least one data-entry form and at least one report already created.

• Under the list of Objects, click on [Forms].  This will bring up a list of your existing forms and icons to create new forms.

• Create a new form by clicking on [Create form in Design view].  The Design view window will appear.

The tools you will need are on the toolbar:

 

Switchboard buttons

You will need to create buttons that will open your data-entry form.

• Click [Command Button] on the toolbar, then click and drag in the design space to create a button.

The Command Button Wizard will pop up when you release the mouse button.  The wizard is an easy way to set up what the button will do.

• To make a button that will open a form, click “Form Operations” in the Categories list, then select “Open Form” in the Actions list.  Then click [Next].

• The wizard will display a list of all the forms you have already made.  Select the form you want this button to open, then click [Next].

• Next, select either to display all records, or to start at a specific record.  Then click [Next].

• You can either have text or a picture displayed on the button itself.  Decide which will be easier for your users to understand, then select that option and click [Next].

• Finally, give the button a name that identifies its function.  This name will not appear on your switchboard.  Click [Finish] to create the button.

 

Finishing Your Switchboard

Continue adding buttons until you are satisfied with your switchboard.  You can open reports and other applications using the same wizard as you used to create an [Open Form] button.  Use the other objects on the toolbar to add a heading to your switchboard.  For help with this, see the manual on Design View in Microsoft Access.

When you attempt to close the Design View window, Access will prompt you to name your file and save it.  Don't forget to save!