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There are many objects in Microsoft Access database. One of them is a form, which is another name for screen. They are usually used for entering information into tables. There are various types of forms available, but the most commonly used are the main form and subforms.

You can create the form only after you design your database and relate your tables. There are relationships that main forms and subforms model and these relationships are different for the forms and subforms. For example, one of your customers has a lot of orders. And if the main form would display one record of the customer, the subform would display many orders of that customer.

It is typical to create and display subforms in a grid type format in order to show multiple records. This way, we would display order1, order2 etc. The main form and the subform have to be linked, which is normally done through the table’s primary key for the main form and the table’s foreign key for the subform. If you right click on the subform, you can see its properties. There are properties of link child and link master. In the link master properties you will see the primary key behind the main form, while the link child will display the subform’s foreign key.

It is important to create relationships between the tables in the correct way. This will ensure proper functioning of the main form and subform.

You can also create MS Access multiple subforms that are linked together by common key, even though it might be harder. You should also know that if you enforce the cascading delete and referential integrity between the linking tables, a deleted record in subform will not influence the main form record. But, the reverse process doesn’t work the same way. If you delete a record in the main form, the related record in the subform will be deleted too. So, if you think about it, it is good, because you don’t want to have orders without a related customer record. But at the same time it is ok to have a customer record without orders.

Subforms in MS Access are a very useful way of displaying multiple records stored in your database system. You can also color the gridlines in the subform to give it a more professional look. This option is available in a newest version of Microsoft Access. So, in conclusion, make sure you create relationships between tables before building a subform. And be attentive when deleting records in MS Access subforms.

Microsoft Access is quite complex software and each object and tool in it has its special qualities and details. That is why it requires a special education and training before you can use it successfully.

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