A view is a way of displaying or working with a database object. In MS Access, tables, forms, reports, and queries can have different views depending on the object.

Example:

A table can be opened in Datasheet View to see records in rows and columns, or in Design View to change its field structure.

Datasheet View displays table records in a grid of rows and columns, similar to a spreadsheet.

Main Features

• Displays records and fields.
• Allows users to enter new records.
• Allows editing of existing records.
• Supports sorting and filtering.
• Displays field values in columns.

Example: Student Table

Each row represents a record, and each column represents a field.

Design View is used to create or modify the structure of a database object.

For Tables, Design View Allows You To:

• Add or remove fields.
• Change field names.
• Select data types.
• Set field properties.
• Define a primary key.
• Set validation rules and default values.

Example:

You can create a field named StudentName and set its data type to Short Text.

Be careful when changing field properties in an existing table because some changes may affect stored data.

Layout View is mainly used with forms and reports. It allows you to adjust their appearance while viewing actual data.

• Resize controls.
• Adjust labels and text boxes.
• Change the layout of fields.
• Improve the visual appearance of forms.

Layout View is useful when you want to make visual changes without working entirely from a blank design.

Form View displays a form for entering, viewing, and editing records through a user-friendly interface.

Advantages

• Makes data entry easier.
• Can display one record at a time.
• Can organize fields clearly.
• Can include buttons and other controls.

Example: A student admission form can contain fields for Student ID, Name, Mobile Number, Course, and Admission Date.

Reports are used to organize and present database information. Access provides different ways to work with and preview reports.

• Report View: Displays report data on screen.
• Layout View: Helps adjust report layout while viewing data.
• Design View: Allows detailed changes to the report structure.
• Print Preview: Shows how the report will appear when printed.

A fee report, for example, can display student names, course details, paid amounts, and pending fees.

1. Open your database in Microsoft Access.
2. Select a table, form, or report in the Navigation Pane.
3. Open the selected object.
4. Locate the View option on the Ribbon or toolbar.
5. Select the view you need.

You can also right-click an object in the Navigation Pane and select an available view option, depending on the object and Access version.

Complete the following tasks in MS Access:

1. Open an existing database or create a new one.
2. Create a table named Students.
3. Add fields named StudentID, StudentName, and Course.
4. Open the table in Datasheet View.
5. Enter at least three sample student records.
6. Open the table in Design View.
7. Identify the data type of each field.
8. Create a form and explore Form View and Layout View.
9. Save your changes.

1. What is a view in MS Access?
2. What is the purpose of Datasheet View?
3. What can you do in Design View?
4. What is Layout View used for?
5. What is the purpose of Form View?
6. What does Print Preview show?
7. Write three differences between Datasheet View and Design View.