1. Collecting Data with Well-Designed Forms
Chapter 4
Collecting Data with Well-Designed Forms
Use the quote as a jumping off point for discussion, if desired.

2. Forms can show only one record at time
Chapter Introduction
Automate process of acquiring data needed for day-to-day operation of business
Forms can show only one record at time
Provide many advantages to database users
Flexibility for users and designers
Consist of one or many pages
Design all forms in a database to create consistent look and feel
Include buttons that facilitate navigation

3. Level 1 Objectives: Developing Simple Forms to Facilitate Data Entry
Design forms for efficient data entry
Create simple forms for data entry and editing
Develop a consistent user interface

4. A Poorly-Designed Form

5. A Well-Designed Form

6. Examining and Entering Data
Enter data into records using:
Table’s Datasheet view
Form that includes fields from one or more tables
Most Access database applications use forms for data entry
After database released for regular business use

7. Creating Simple Forms for Data Entry and Editing
Access provides many ways to create forms
Options for creating simple forms
Form tools
Form wizard

8. Creating a Form Using the Form Tool
Click the CREATE tab, then click the Form tool in the Forms group
Access creates form by:
Arranging all fields in table in columnar format
Displays first record in form window
Converts subdatasheet into subform

9. Creating a Form Using the Form Tool (cont’d.)
Move from one field to next
Switch to Form view and press the Tab key
Move from one record to another
Click buttons on record navigation bar at bottom of main form
Data in subform changes

10. Using the Form Wizard
Specify field order
Specify particular layout and style for form
Click the Forms Wizard button in the Forms group on the CREATE tab

11. Figure 4.6: Starting the Form Wizard

12. Figure 4.7: Select the fields you want to show on the form

13. Figure 4.8: Form for the tblDoctor table

14. Using the Form Wizard (cont’d.)
Record source
Underlying object
Provides fields and data in form
Bound form
Displays data from fields in its record source
Unbound form
Do not have record source
Usually used to help users navigate

15. Types of Controls
Bound forms or controls have an associated record source which is the underlying object that provides the fields and data for the control.
Unbound forms and controls do not have a record source - they aren't directly related to any data. They might be navigation tools, etc.

16. Form Views Form View (Default) Layout View Design View
Shows a form with data from underlying table
Data can be edited but layout can't
Layout View
Allows some modification to the layout while seeing the data displayed in the form
Can't change data
Design View
Full control of layout

17. Using design elements called controls
Form Controls
Using design elements called controls
Small objects such as text boxes, buttons, and labels

18. Form Controls
Select: Selects objects including ink, shapes and text areas; especially useful for objects behind text. Text Box: Displays a label attached to a text box that is bound to a field in an underlying table or query or contains a calculated value Label: Displays text, such as titles or instructions; an unbound control.

19. Form Controls
Button: Creates a control that users can click to take an action, such as record navigation or form and record operations Tab Control: Creates a series of tab pages on a form. Each tab page can contain a number of other controls that display information from another table or query.

20. Form Controls
Hyperlink: Creates a link to a Webpage, program, or address. Web Browser Control: Allows you to use Web pages to a form. Navigation Control: Allows you to add an additional navigation tab in a navigation.

21. Form Controls
Option Group: Groups toggle buttons, option buttons, or check boxes so the user can only select one item per group. Insert Page Break: Add or removes a page break between the pages of a multipage form.

22. Form Controls
Combo Box: Creates a combo box control that contains a list of potential values form the control and lets you type text or select a table or query as the source of values in the list. You can also use the combo box to find a record. List Box: Creates a list of values for the control either by typing values or specifying a table or query for the source.

23. Form Controls
Combo Box: Creates a combo box control that contains a list of potential values form the control and lets you type text or select a table or query as the source of values in the list. You can also use the combo box to find a record. Chart: Inserts a chart into a form to display data graphically. Line: Draws a line to enhance the appearance of the form.

24. Form Controls
Toggle Button: Displays a toggle button control bound to a yes/no field. Similar to a check box. List Box: Creates a list of values for the control either by typing values or specifying a table or query for the source. Rectangle: Draws a rectangle to enhance the form's appearance. Check box: creates a control that holds on/off, yes/no, or true/false data.

25. Form Controls
Unbound Object Frame: Adds an object from antoher application such as Excel. The object becomes part of the form, not part of the underlying data. Use this for adding pictures, sounds, charts, or slides to the form. Attachment: Inserts and attachment control in the form design grid which allows you to attach and view multiple files stored in the underlying field. Option Button: Display an option button bound to a yes/no field.

26. Form Controls
Subform/Subreport: Embeds another form in the current form. If the forms have a related field, Access maintains the link between them. Bound Object Frame: Creates a bound OLE object stored in an Access database table such as a picture stored in an OLE Object data type field. Image: Displays a static graphic image on the form which becomes part of the form, not part of the underlying data.

27. Figure 4.10: Form for the tblCustomer in Design view

28. Using the Form Wizard (cont’d.)
Form header
Displays information that always appears on form even when records change
Top of screen
Form footer
Displays information that always appears on form
Bottom of screen
Often contains
Instructions for using form
Buttons to perform actions

29. Using the Form Wizard (cont’d.)
Page headers and footers
Display information at top or bottom of every page
Appear only when printing form by default
Headers
Useful for column headings dates, and page numbers
Footers
Display summaries and page numbers
Grid
Form background

30. Examining a Form in Design view
Design view Detail section
Fields have two parts
Label
Text box
Move and sizing handles
Adjust to where data fits

31. Developing a Consistent User Interface
Forms in database share same design
Present consistent user interface
Users learn how to use forms once
Apply what they learn to all forms in database
Access Themes are simple way to make forms and reports appear more professional
Borders, background colors, shading and graphic effects applied to entire form

32. Developing a Consistent User Interface (cont’d.)
Click Design Tab on the Ribbon and click Themes button in Themes group
Scroll down gallery and select theme
Click in Form header, click Format tab, Shape Fill
Change colors using the Shape Fill menu of colors

33. Changing Label Properties in a Form
Select label box to change
Right click label and click Form Properties
Property sheet opens
Select property to modify the appearance and behavior of the label

34. Adding an Unbound Graphic
Resize form header in Design view so image will fit
To add a logo
Click the FORM DESIGN TOOLS DESIGN tab
Click Logo button in Header/Footer group
Insert desired graphic
Use size mode property Clip option for best fill of image

35. Introduction to Reports
Reflect the information in the database
Summarize business activities
Provide details about your data
Use reports to format data in an attractive and informative layout for printing
Often based on data in multiple tables

36. Understanding Reports
Presents information from one or more database tables
Printed format
Provides most options and advantages for printing database content
Organize and format information to create professional presentation
Include numeric and textual data
Maintain flexibility when displaying summary information

37. Understanding Reports (cont'd.)
Accomplish goals with reports
Create printed copy of information used regularly
Distribute information to others
Customize organization and appearance of printed information
Group or summarize information for
Reporting to others
Calculating running totals
Group totals
Grand totals
Percentages of totals

38. Table 5.1: Comparing forms and reports

39. Choosing the Appropriate Type of Report
Determine report purpose and audience
Before developing
Report types
Detailed
Grouped
Summary
Mailing labels
Multiple-column
Types of reports can contain other reports
Called subreports

40. Creating and Modifying Basic Reports
Report button
Create report that displays all fields and records in single table or query
Report Wizard
Guides you through steps of creating report
Based on one or more tables or queries
Asks questions about
Record sources
Fields
Layout
Format

41. Creating a Report Using the Report Button
In the Navigation Pane, click the table on which you want to base the report
Click the CREATE tab, click the Report button in the Reports group. Access creates a report that includes all the fields from the record source
Save the report
Naming reports
Use rpt prefix
Choose meaningful name

43. Creating a Report Using the Report Wizard
Provides quick way to select only fields you want to display in report
Based on one or more tables or queries
Select one of several layouts and styles for report
Create report with Report Wizard
Customize report in Design view
Provides options for selecting fields

44. Creating a Report Using the Report Wizard (cont'd.)
Pages
Fields
Grouping
Sorting
Layout and orientation

45. Modifying a Report in Design View
Can create reports from scratch in Design view
Control
Small object such as text box
Displays data or line to separate records
Modify report in Layout and Design view
Switch to Print Preview to see effects of changes

46. Forms provide easy to use interface
Level 1 Summary
Forms provide easy to use interface
Normally used in production databases to access/edit data
Reports reflect and summarize the data in the underlying tables/queries. Does not allow data to be edited.
Create using
Form or Report Tool
Form or Report Wizard

47. Level 2 Objectives: Creating Forms that Use Fields From More than One Table
Create multitable forms
Improve navigation on forms
Add controls to forms

48. Adding a Subform to an Existing Form
Form embedded in another form
Primary form
Called main form
Underlying table usually has one-to-many relationship with table underlying subform
Main form and subform linked
Subform displays only records that related to current record in main form

49. Adding a Subform to an Existing Form (cont’d.)
Use Wizard to create subform
Access automatically synchronizes main form with subform
Only if tables containing fields for form related
Subform must also have field with same name or compatible data type and field size as primary key in table underlying main form
Main form can have more than one subform
Subform can also contain another subform

50. Modifying the Form Layout
Can move and resize controls, including subform
Click right edge of form to get two headed arrow
Drag to make form wider
To widen the subform
Click border
Sizing handles appear
Point to the middle-right handle
Pointer changes to a double-sided arrow
Then drag the subform border

51. Modifying the Form Layout (cont’d.)
Select other controls to move text box and attached label together
Labels
Move with text field or independently
Edit text
Resize

52. Creating a Form from a Query
User view
Custom form that shows only fields particular user wants
Might or might not be used for data entry
In some cases fields may be locked so all user can only view them and not edit them
Use Form Wizard to create form based on query
Access asks which table to view results by

53. Creating a Form from a Query (cont’d.)
Prevent editing
Set form properties to No
Allow edits
Allow deletions
Allow additions
Data entry

54. Adding Command Buttons to a Form
Users click to perform common tasks
Access provides collection of command buttons
Associated with actions
Can contain
Text
Standard icons available from Access
Graphics

55. Adding Command Buttons to a Form (cont’d.)
Create in Design view
Using Command Button Wizard
By adding button to form then setting properties
Be consistent when creating command buttons
Location on form
Order

56. Table 4.5: Command button options

57. Exploring Other Form Properties
Open property sheet for form
Right-click the item you wish to modify the properties for
Click Properties on shortcut menu
Common reason to use form properties
Decide to base form on different record source from one used to create form

60. Controlling Form Printing
Control form’s vertical spacing on printed page
Include date and page number
Using Access-provided functions

61. Printing a Selected Record in Form view
Print Preview button
Preview form
See how it will print

62. Add subform to existing form Modify form layout Create form from query
Level 2 Summary
Add subform to existing form
Modify form layout
Create form from query
Create command buttons
Modify form properties
Print form
Use print preview

63. Level 3 Objectives: Creating Forms for Completing Daily Business Tasks
Improve usability of forms
Place calculations on forms
Develop advanced forms

64. Improving the Usability of Forms
Use form controls
Speed up process of locating particular record
Include calculated control in form
Create multiple-page forms
Create forms with multiple subforms
Learn about tab order
Control focus in form to skip unbound controls

65. Locating a Record Quickly
Find tool
Open Find and Replace dialog box
Click field to search for particular value
Enter value to match
Access searches for records that contain same value in selected field
Combo box
Displays list of values
Users select one from list

66. Table 4.9: Ways to locate a record

67. Locating a Record Quickly (cont’d.)
Use Control Wizard to add combo box to form
Combo Box Wizard
Provides three options for listing values in combo box
Look up values in table or query
Let users type value
Let users select value that Access matches to find record

68. Adding a Calculation to a Form
Include calculated field on form
Create field in query
Use query as record source for form
Or add an unbound control that contains calculation directly to form
Create unbound control
Text box button
Enter calculation

69. Streamlining the Main Pharmacy Processes in a Complex Form
Process analysis
List steps and substeps employees perform
Indicate which database objects used to complete each task

70. Step 1: Registering New Customers or Confirming Customer Identity
Usually completed by technician
Uses Command Button Wizard to add two command buttons to open associated forms

71. Step 2: Filling and Refilling Prescriptions
Started by technicians
Pharmacist must check for
Drug interactions
Confirm instructions and dosages

72. Creating Forms with Many Subforms
Arrange fields in logical groups
According to how employees most often use them
Click Subform/Subreport button
Start Subform Wizard
Prevent data errors
Change properties of subform so it does not allow edits, deletions, or additions

73. Figure 4.41: Completed frmPrimaryActivity form with three subforms

74. Creating Multipage Forms Using Page Break
Too many fields to fit on one screen
Continue a form onto an additional page (or pages) by placing a page break
Page Up or Page Down key moves you from page to page

75. Creating Forms Using Tab Controls for Multiple Subforms
Add multiple subforms to form in compact way
Each subform has tab at top
Layered one on top of other
Add first tab by clicking Tab Control button
Add additional tabs by
Right-clicking blank spot in tab control
Clicking insert page

76. Figure 4.42: Form with tab controls

77. Changing Tab Order and Tab Stop
Form created with form tool or Form Wizard
Places fields in order they appear in table design
After fields rearranged for more logical data entry
Form needs modification to arrange order of movement through fields
Called tab order
Test each form by
Opening form
Pressing Tab key to see if cursor stops in each field in appropriate order

78. Add calculations to forms Create forms with multiple subforms
Level 3 Summary
Locate records using
Find tool
Combo box
Add calculations to forms
Create forms with multiple subforms
Set tab order
After modifying field order on form

79. Forms provide easy to use interface Create using Wizards
Chapter Summary
Forms provide easy to use interface
Create using Wizards
Use subforms to display related data
Create form from query
Create command buttons
Create forms that display large amount of data
Multiple subforms
Multiple pages