How to Create a Simple Database Display Form

If your job depends upon tracking data on hundreds of records, creating a simple computer database form allows you to do it. Forget having to possess special computer skills or pricey software. If you understand why the database form is necessary and how it can be used, following these simple steps can help you create it.

Instructions

1. Determine why the database form is necessary. If the form must summarize key data on lengthy records, allow ample space for a summary. If the form is needed to prepare mailing lists, then smaller category slots should be sufficient. The database form contains fields for grouping facts and tables which contain the categories and also include the facts.

2. Select the most user-friendly computer software. Programs like Excel, Access and even Microsoft Word create database forms.

3. Consider the fields by dividing the subject into categories. For example, database forms on medical records identify the patient's name, age, address and diagnosis. Include distinct fields for each fact.

4. Create tables to record facts on each subject. For example, if the form has a field for diagnosis, the subject is the patient and a Patient's table must be on the form. There would also be a table for prior medical history and family medical history.

5. Group the fields according to the tables. Assign one field to one table and make sure the field doesn't hold repeating data. For example, putting the patient's name in the diagnosis field causes the patient's name to duplicate in many records since the patient may have more than one diagnosis.

6. Decide which field contains the most obvious data distinguishing that particular database form from the others. An example for medical records would be the patient's name. That field of obvious data is the one by which the database forms are searched.

7. Enter data on the database form. Isolate the key data on each record that goes onto the form. A database form is meant to highlight only the relevant information from a lengthier document rather than being a carbon copy of the document.