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Lesson 33 of 50 – Form Controls in MS Access
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Form Controls in MS Access

Form controls are objects placed on a Microsoft Access form to display information, accept user input, or perform actions. Common controls include text boxes, labels, combo boxes, check boxes, list boxes, and command buttons.

1. What Are Form Controls?

Controls make forms easier to use. For example, a text box can accept a student's name, a combo box can display available courses, and a command button can open another form.

Example: Student Registration Form
Student Registration

This is an illustrative layout. The actual controls are created and configured inside Microsoft Access.

2. Types of Form Controls

Control Purpose Example
Label Displays descriptive text. Student Name:
Text Box Displays or accepts data. Student name
Combo Box Provides a drop-down list. Select a course
List Box Displays a list of selectable items. Course list
Check Box Represents a Yes/No value. Active student
Option Button Selects one option from a group. Payment mode
Command Button Performs an action when clicked. Open another form
Image Control Displays an image. Institute logo

3. Label Control

A Label control displays text that identifies a field or provides instructions. Labels generally do not allow users to edit the displayed text in Form View.

Examples
  • Student Name:
  • Father Name:
  • Mobile Number:
  • Course:
  • Total Fees:
How to Add a Label
  1. Open a form in Design View.
  2. Open the Design tab.
  3. Select the Label control.
  4. Click the desired position on the form.
  5. Type the label text.
  6. Adjust its font, size, and color if needed.
  7. Save the form.

Use meaningful labels so users understand what information belongs in each field.

4. Text Box Control

A Text Box control displays data from a field or accepts user input. A text box can be bound to a table field, connected to a calculated expression, or left unbound.

Common Uses
  • Entering a student name.
  • Displaying a student ID.
  • Entering mobile numbers.
  • Displaying course fees.
  • Showing a calculated value.
How to Add a Text Box
  1. Open the form in Design View.
  2. Select the Text Box control from the Controls group.
  3. Click or drag on the form to place the control.
  4. Use the Property Sheet to configure it.
  5. Set the Control Source property to a field if required.
  6. Save the form.
Important Text Box Properties
Property Purpose
Name Identifies the control.
Control Source Specifies the field or expression displayed by the control.
Default Value Specifies an initial value for a new record.
Format Controls how a value is displayed.
Enabled Determines whether the control can receive focus.
Locked Determines whether the displayed value can be edited.

5. Combo Box Control

A Combo Box displays a drop-down list of choices. It can help users select an existing value instead of typing it manually.

Example: Select a Course
  • ADCA
  • Tally Prime
  • Web Development
  • Python Programming
How to Create a Combo Box
  1. Open the form in Design View.
  2. Select the Combo Box control.
  3. Click the location where you want it.
  4. If the Combo Box Wizard appears, choose the source of the values.
  5. Choose a table/query or enter the values yourself.
  6. Specify where the selected value should be stored, if applicable.
  7. Finish the wizard and save the form.
Important Properties
  • Row Source: Supplies the list values.
  • Row Source Type: Defines whether values come from a table/query, value list, or field list.
  • Bound Column: Specifies which column supplies the stored value.
  • Limit To List: Restricts entries to listed values when enabled.
Tip: For a course selection field, a Combo Box can help avoid spelling differences such as "ADCA" and "Adca".

6. List Box Control

A List Box displays a list of values directly on the form. Users can select an item from the visible list.

Example: Course List

Select Course

Illustrative list box preview.
How to Add a List Box
  1. Open the form in Design View.
  2. Select the List Box control.
  3. Place it on the form.
  4. Use the wizard to choose the list's data source, if available.
  5. Configure its Row Source and other properties.
  6. Save the form.
Combo Box vs List Box
Combo Box List Box
Displays choices in a drop-down list. Displays choices in a visible list area.
Uses less space when closed. Usually occupies more space on the form.
Useful for choosing one course. Useful when users need to see several options at once.

7. Check Box Control

A Check Box represents a Yes/No or Boolean value. It is commonly used for information that can be enabled or disabled.

Examples
  • Is the student active?
  • Has the fee been paid?
  • Is the assignment submitted?
  • Is the certificate issued?
How to Add a Check Box
  1. Open the form in Design View.
  2. Select the Check Box control.
  3. Place it on the form.
  4. Set its Control Source to a suitable Yes/No field if it should store a value.
  5. Adjust its label and other properties.
  6. Save and test the form.
Remember: A bound check box can store a Yes/No value in its source field. An unbound check box does not automatically save a value to a table.

8. Option Button and Option Group

An Option Button, also called a radio button, represents one choice. An Option Group can contain several option buttons so users can select one choice from a group.

Example: Payment Mode
  • Cash
  • Bank Transfer
  • UPI
How to Create an Option Group
  1. Open the form in Design View.
  2. Select the Option Group control.
  3. Draw the group on the form.
  4. Follow the wizard to enter the option labels.
  5. Assign an option value to each choice.
  6. Choose a default option if needed.
  7. Set the field that stores the selected value.
  8. Finish and save the form.

An Option Group is useful when users should choose one value from a small set of fixed options.

9. Command Button Control

A Command Button lets users perform an action by clicking it. It can open another form, open a report, close a form, or perform other configured operations.

Examples
  • Open Student Details
  • Open Course List
  • Open Fee Report
  • Close Form
  • Print Report
How to Add a Command Button
  1. Open the form in Design View.
  2. Make sure Use Control Wizards is enabled if you want guided setup.
  3. Select the Button control.
  4. Draw the button on the form.
  5. Choose an action in the Command Button Wizard.
  6. Set the button text or image.
  7. Give the control a meaningful name.
  8. Finish the wizard and save the form.
Note: If the Command Button Wizard does not open, check whether Use Control Wizards is enabled on the Design tab.

10. Using the Property Sheet

The Property Sheet is used to configure a selected control or form. It provides settings for appearance, data, events, and other behavior.

Common Property Categories
Category Purpose
Format Controls appearance and formatting.
Data Sets the control source and data-related options.
Event Configures actions triggered by events.
Other Contains additional control properties.
All Displays all available properties.
How to Open the Property Sheet
  1. Open the form in Design View or Layout View.
  2. Select the control you want to configure.
  3. Open the Property Sheet from the Design tab or press F4.
  4. Select the relevant property category.
  5. Change the required settings.
  6. Save the form and test it in Form View.

11. Bound and Unbound Controls

Controls can be classified according to whether they are connected to a data source.

Bound Control

A bound control is connected to a field in the form's record source. It can display or edit the corresponding field value, subject to the form and field settings.

Example: A text box connected to the StudentName field.

Unbound Control

An unbound control is not directly connected to a field. It can be used to display instructions or accept temporary input, depending on its configuration.

Example: A label displaying "Welcome to Soopro Pathshala".

Calculated Control

A calculated control uses an expression as its Control Source to display a calculated result. 

=[Fees]-[Discount]

This expression calculates the value of Fees minus Discount, assuming both fields are available in the form's record source.

12. Practical Assignment

Create a Students table with StudentID, StudentName, Course, Fees, and IsActive fields. Create a form connected to the Students table.

Tasks
  1. Add a Label control with the text "Student Registration".
  2. Add a Text Box connected to StudentName.
  3. Add a Text Box connected to Fees.
  4. Add a Combo Box for selecting a course.
  5. Add a Check Box connected to IsActive.
  6. Add an Option Group for payment mode.
  7. Add a Command Button to open another form.
  8. Open the Property Sheet and change a control's properties.
  9. Set a meaningful name for each control.
  10. Test the form in Form View and verify the saved records.
Goal: Learn to add, configure, and use common form controls in Microsoft Access.

13. Revision Questions

  1. What are form controls?
  2. What is the purpose of a Label control?
  3. What is the difference between a label and a text box?
  4. What is the purpose of a Combo Box?
  5. What is the difference between a Combo Box and a List Box?
  6. What type of value does a Check Box commonly represent?
  7. What is an Option Group?
  8. What can a Command Button do?
  9. What is the Property Sheet used for?
  10. What is the difference between bound and unbound controls?
  11. What is a calculated control?

🧠 Quick Quiz

1. Which control is commonly used to display a drop-down list?



2. Which property connects a bound text box to a field or expression?



3. Which control is commonly used to represent a Yes/No value?




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