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How to Refresh an Access Main Form After Adding Data in a Second Form

Maira Mehtab Sep 28, 2026 869 views

Question details

The user needs to update a combo box on a main Microsoft Access form immediately after a new record is added via a secondary data-entry form.

Product: Microsoft Access
Device & OS: not provided
Scenario: Adding new records through a secondary form while keeping the main form open, expecting the new data to appear in the main form's dropdowns.
Observed behavior: The newly added value does not appear in the combo box on the main form until the main form is completely closed and reopened.

Before you start

Ensure you have saved any pending design changes to both your main and secondary forms before testing VBA events or macros.

Solution 1Recommended

Use the Requery Method on the Combo Box

Targeting the specific combo box with a requery command refreshes the data source without needing to reload the entire main form.

An open form in Access does not automatically update its controls when the underlying table data changes. Using the Requery method forces the control to fetch the latest records.

Open Main Form in Design View

Right-click your main form in the navigation pane and select Design View.

Locate the Trigger Event

Identify the event that should trigger the update, such as the On Activate event of the main form, or a button click that closes the secondary form.

Add the Requery Code

In the VBA editor, add the code 'Forms!YourMainFormName!YourComboBoxName.Requery' to refresh just that specific control.

Refreshing the Entire Form: If you need to refresh all records and controls on the current form simultaneously, you can use the VBA command 'Me.Requery' instead.

Solution 2

Automate Using the NotInList Event

If users type a new value directly into the combo box, this event can process the new entry and refresh the list automatically.

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Frequently Asked Questions

Why doesn't my Access form update automatically when underlying tables change?

Microsoft Access forms load a snapshot of the data at the time they are opened. To see new changes or additions made by other forms or users, you must explicitly requery the form or its controls.

What is the difference between Refresh and Requery in Microsoft Access?

Refresh updates existing records to show changes made by others, but it does not display newly added records or hide deleted ones. Requery completely re-runs the underlying query, ensuring that new records appear, deleted records vanish, and new sorts or filters are applied.

Can I use subforms instead of a second form for data entry?

Yes. Embedding a subform directly onto the main form can often streamline the data entry process. However, if the subform updates a table that a main form's combo box relies on, you will still need to requery that combo box after the subform data is saved.

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