1. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Access 2010 Chapter 7 Creating Advanced Forms and Reports

2. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall2 Objectives Create a split form Create a form and a subform Create a multi-page form Create and modify a subreport Create a report based on a parameter query Create an alphabetic index

3. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall3 Create a Split Form Split form displays data in two views –Form view –Datasheet view Both views on single form Data in each view –From same source and synchronized

4. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall4 Create a Split Form Able to add, delete, edit data in either view Advantage of a split form –Find record in Datasheet view –Then edit same record in Form view

5. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall5 Create a Split Form Split form displays in Layout view

6. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall6 Create a Split Form Split form properties listed in Property Sheet

7. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall7 Create a Split Form To convert existing form to a split form –Form must be open in Design view –On Property Sheet Format tab: Click in Default View property setting box Click arrow Click Split Form, Close

8. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall8 Create a Form and a Subform A subform is embedded in a main form A subform is used to –View data, enter data, and edit data related to main form

9. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall9 Create a Form and a Subform Subform similar to subdatasheet Form created from single table with one-to-many relationship –Then Access can add subform datasheet –Subform displays records related to main form

10. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall10 Create a Form and a Subform To create a many-to-many table relationship –Must create a junction table –Two one-to-many table relationships created Junction table joins the two relationships Junction tables have primary keys from the two tables

11. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall11 Create a Form and a Subform Junction table

12. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall12 Create a Form and a Subform Form created after using junction table

13. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall13 Create a Form and a Subform Use Form Wizard to create form and subform when –Subform design requires more control OR –More than one relationship established between one side and other tables or queries Subform not automatically created when form created

14. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall14 Create a Form and a Subform Second Form Wizard dialog box –Shows preview of how data arranged

15. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall15 Create a Form and a Subform Third Form Wizard dialog box –Permits selection of two subform layouts Tabular Datasheet –Tabular more customizable than datasheet –Both use rows and columns

16. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall16 Create a Form and a Subform Fields removed from stacked layout –Easier to make adjustments to controls

17. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall17 Create a Form and a Subform Create a subform by dragging related table onto existing form –Many side of relationship incorporated in existing form with one side of relationship –Helpful when table has more than one relationship with other tables –Existing form must be in Design view

18. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall18 Create a Multi-Page Form Multi-page form displays data from underlying table or query –Displays on more than one page Enables division of long form into sections displayed on pages, OR Subforms on different tab within main form

19. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall19 Create a Multi-Page Form Displays only necessary data Displays data in organized format Can transform existing form into multi-form through tab controls –Used to display data on main form on different tabs –Each tab represents separate form page

20. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall20 Create a Multi-Page Form Tab control inserted into Detail section of form

21. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall21 Create and Modify a Subreport Subreport is a report embedded in a main report Main report can –Contain a subform instead of subreport –Contain up to seven levels of subforms and subreports –Be bound or unbound

22. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall22 Create and Modify a Subreport Bound report displays data from –Underlying table, query, or SQL statement SQL statement uses Structured Query Language Unbound report does not display such data

23. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall23 Create and Modify a Subreport Use SubReport Wizard to create subreport –Underlying table/query relationships must be established first Initial subreport control entered in report is unbound –No link to record source exists

24. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall24 Create and Modify a Subreport Subreport Wizard permits selection of subreport –Table, query, and fields to be used Subreport Wizard allows defining linking fields between –Main report and subreport

25. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall25 Create and Modify a Subreport Main report and subreport created using Subreport Wizard

26. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall26 Create and Modify a Subreport Like main report, subreports can be modified –Performed through conditional formatting Conditional formatting applies formatting to controls –Based on a comparison to a rule set

27. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall27 Create and Modify a Subreport New Formatting Rule dialog box

28. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall28 Create and Modify a Subreport Can create a subreport by –Adding an object to an existing report –Dragging existing objects onto a report Objects include forms, subforms, queries, reports or subreports

29. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall29 Create and Modify a Subreport If subreport does not display fields as expected –Use the Subreport Field Linker dialog box –When unsure of which fields to link Click on Suggest button

30. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall30 Create and Modify a Subreport Total from subreport can display on main report –To see changes made to subreport in main report Must first close subreport –Sum added to subreport field causes Display of sum in the main form’s subreport control

31. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall31 Create a Report Based on a Parameter Query Parameter query prompts for criteria Prompt appears prior to running query Parameter query used as the record source Enables user to set criteria for report Message box used to enter criteria for parameter query

32. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall32 Create a Report Based on a Parameter Query Records displayed based upon parameter values entered

33. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall33 Create a Report Based on a Parameter Query Parameters used in creation of report –Can be printed on report –Must add a text box control to report –In text box control, Control Source property Can use Expression Builder to enter parameter expression Parameter expression must start with = sign Parameter concatenation must be joined with & sign

34. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall34 Create a Report Based on a Parameter Query Expression Builder dialog box used to enter parameter query criteria

35. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall35 Create an Alphabetic Index Reports can display an alphabetic index Alphabetic index groups items –To create an alphabetic index of a field, report must group that field

36. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall36 Covered Objectives Create a split form Create a form and a subform Create a multi-page form Create and modify a subreport Create a report based on a parameter query Create an alphabetic index

37. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall37 37 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2011 Pearson Education, Inc. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall