Can I create a form in Access that can be edited and saved?

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I’m helping a coworker who was tasked with creating an Access database to store log file information. Her boss wants the database to produce a form that is partially filled in with data from the database. This form is also supposed to be sent electronically to another person who will fill in some of the blank fields on the form to print the final version of the form.

Can this even be done with Access? I’ve only produced reports for printing but never needed to create an electronic document that can be emailed and edited. I have no problem showing her how to create a database in access to store the data, but before going to all that trouble I’d like to have some idea whether or not it’s possible to create these partially filled-in electronic forms.

TIA for any advice.

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No. There is no mechanism to to send partially complete electronic forms.

Newer versions of Access (2007 and 2010) have the capacity to Collect data via email. But this does not use a form you have created, and is intended for the recipient to send back to the originator. That might get you some of the way.

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If both users are on the same Local Area Network, then you just need to create a Multi-user Access application, where each user fills in their portions of the required data.

Implementing a Successful Multiuser Access/JET Application
http://www.accessmvp.com/TWickerath/articles/multiuser.htm

If these users are at separate locations (a Wide Area Network is involved), then you probably should not consider using a JET database.

Tom Wickerath
Microsoft Access MVP
2006 – 2011

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I don’t think that the idea is for the new information to be added to the database. I think the idea is to create an Excel spreadsheet, Word document or PDF file that allows someone else in another location to fill it in electronically and print out.

Is one of those options possible? If not, I have to give someone some bad news.

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I don’t think that the idea is for the new information to be added to the database. I think the idea is to create an Excel spreadsheet, Word document or PDF file that allows someone else in another location to fill it in electronically and print out.

Were you aware that you posted your question in a databases group? Certainly you can create an Excel spreadsheet or Word document, fill in part of the information, and have someone else fill out the rest and print. With the right software, you can even use the .pdf file format.

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You post was titled “Can I create a form in Access that can be edited and saved?”

In Access a form does not exist other than as part of a database, and it cannot display any information unless that information is stored in the database.

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An Access database is where the initial part of the data will be stored. It’s a two part form we are trying to create.

In a perfect world the first part would be filled in with information from the database. Our company would capture the first part of the information and store that information in the database. The user would then run a report selecting one of the database records and create a document that could be output to a separate spreadsheet or word or PDF document that can be sent to someone else. The 2nd party would fill in the blanks in the second part of this document and have the ability to save and print the edited document. If the 2nd party information needs to be stored in the database there’s no reason it can’t be added manually later.

I hope that clarifies what we’re trying to accomplish. We do want to store the information in a database. I just don’t know if access can output to a document that can be saved, emailed and edited later on down the road, but entirely separate from the database.

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…I just don’t know if access can output to a document that can be saved, emailed and edited later on down the road, but entirely separate from the database.

The answer to your question is a definite yes. Automation (also called OLE Automation) can create a custom Excel workbook populated with data, and then sent to a person by email. We do this to about 1000 individuals at least once a year, and use a template that forms the basis for the Excel workbook, which contains some 10 separate worksheets. Depending on the complexity of the information you are trying to collect, the VBA required to do that can be pretty complex, and you need to understand the object model of Excel (or Word if that is your choice). Our Automation Tutorial will give you an introduction to the concepts involved.

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I apologize for the wording of the original subject line. I can see how it would be confusing. Thanks for your answers. It’s good (and bad) to know it can be done. I guess I’m off to delve into OLE Automation and VBA now.

WendellB, I’m not sure what you mean by understanding “the object model of Excel (or Word)“. Could you please explain what you meant about the object model?

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I apologize for the wording of the original subject line. I can see how it would be confusing. Thanks for your answers. It’s good (and bad) to know it can be done. I guess I’m off to delve into OLE Automation and VBA now.

You can export to Excel without using any automation code, if your needs are fairly simple. In fact, you can even export data using a macro (no VBA code required). However, if your needs include preparing a fully formatted Excel workbook, then yes, you will need to use automation code.

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What that means is that even though you are using VBA in Access, you need to know how to manipulate objects in Excel, Outlook or Word. For example, if you are trying to put data from Access into an Excel workbook, you need to know the expression you need to use to address a specific cell in an Excel worksheet. If you are trying to put the data to a specific location in a Word document, you are likely to need to know how to use a Bookmark. And if you are trying to create an email using data in Access, you need to know how to reference the body of the email in Outlook. Hopefully that clarifies the issues a bit.

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