1. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Intermediate Chapter 7 Automating Data Entry with Forms

2. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall2 Objectives Create Forms with Subforms Create Forms with Special Views Build a Form in Design View Add Controls to Forms Use Advanced Formatting Tools

3. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall3 Create Forms with Subforms Access provides options for how data is displayed in a form Forms help users enter data Form view displays only one record at a time Forms can combine advantages of both Form view and Datasheet view

4. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall4 Create Forms with Subforms Many additional controls can be added to forms: –Combo boxes, buttons, option buttons, and charts First step in creating subforms is to create a relationship between tables Main form displays data on one side of relationship and subform on the many side

5. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall5 Create Forms with Subforms One-to-many relationships

6. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall6 Create Forms with Subforms Form Wizard can create a form and subform When fields from two or more related tables are selected, the Form Wizard assigns the fields from the many side to the subform Preview is provided with options for viewing data differently

7. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall7 Create Forms with Subforms Two layouts are provided by the Form Wizard for the subform –Tabular applies to formatting of the main form –Datasheet provides a simple datasheet for the subform

8. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall8 Create Forms with Subforms Subform

9. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall9 Create Forms with Subforms Blank Form tool is an efficient way to build a form in Layout view Useful when a form that contains a subset of table’s fields is needed

10. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall10 Create Forms with Subforms Table panes in Layout view

11. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall11 Create Forms with Subforms Existing forms can be added to another form using the Subform control Main form and subform must be based on related tables Forms are created separately and then combined When the Subform/Subreport button is selected the subform will be placed at the + on the pointer.

12. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall12 Create Forms with Subforms Control buttons are available from the Design tab in Design view In Design view rulers, gridlines, and grid dots are displayed

13. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall13 Create Forms with Subforms Design view

14. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall14 Create Forms with Subforms Subforms can be formatted in Form view, Layout view, and Design view Layout view has the most accurate preview Subforms should always be tested in Form view Some controls can be hidden, preventing changes to that field while linking form and subform

15. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall15 Create Forms with Subforms Subform in Main form

16. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall16 Create Forms with Special Views Datasheets display multiple records in rows and columns Most forms display only one record at a time Two special forms are provided that combine the features of datasheet and a typical form view

17. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall17 Create Forms with Special Views A split form gives two views of the same data, a Form view and a Datasheet view Datasheet is used to navigate the table and form to enter or edit records Forms will stay synchronized

18. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall18 Create Forms with Special Views Split form

19. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall19 Create Forms with Special Views Multiple item forms should be used to display more than one record at a time It displays records in rows and columns like a datasheet, but provides many customization and formatting options Tabbed forms display a row of tabs at the top of the form and each tab displays a different form or page

20. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall20 Create Forms with Special Views Multiple records display

21. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall21 Create Forms with Special Views Tabbed forms Tabbed form and split form

22. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall22 Build a Form in Design View Design view form is not running and data does not display Control source properties are entered into a text box More controls, such as labels, lines, and images, are available When controls are added they can be positioned, resized, and formatted independently

23. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall23 Build a Form in Design View Controls

24. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall24 Build a Form in Design View Page Header section displays above the Detail section, Page Footer displays at the bottom of each printed page Using a mouse is difficult in Design view, so many tools for precisely aligning controls are provided Control alignments are adjusted using the alignment tools in the Control Alignment group

25. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall25 Build a Form in Design View Controls are aligned in a stacked layout in which labels and text boxes are arranged vertically with label to left of each text box The tabular layout has the controls arranged in rows and columns In both layouts controls are positioned and sized as a single group

26. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall26 Build a Form in Design View Aligned controls

27. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall27 Add Controls to Forms Forms that include primary keys in a related table, only one value needs to be entered in form Foreign keys in a combo box help users enter correct value Data based on a field in a related table can be edited within the combo box

28. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall28 Add Controls to Forms Combo box

29. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall29 Add Controls to Forms Combo boxes or list boxes speed data entry because they contain a limited number of entries In a form, combo box or list box use values from unrelated table or typed list Calculated controls display the results of a calculation Any control that does not have a source of data is called an unbound control

30. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall30 Add Controls to Forms An expression, any combination of field names, properties, constants, or operators, is entered into the Control Source property An operator performs specific functions –Multiplying, comparing two values, or testing conditions

31. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall31 Add Controls to Forms Expression Builder provides easy access to the fields and controls Objects display in the left column, control list for selected objects in the middle In calculated control, field names must be enclosed in square brackets

32. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall32 Add Controls to Forms Expression Builder

33. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall33 Add Controls to Forms An option group displays a set of option buttons, where only one option button can be selected at a time, such as a Yes/No field Bound control is any control whose data source is a field in a table or query When an option is selected, the value is stored in the specified field in the table

34. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall34 Add Controls to Forms Option Group Wizard

35. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall35 Add Controls to Forms Renaming a control with a meaningful name makes it easier to identify Command buttons are used to start an action, such as applying a filter, closing or printing a form Command Button Wizard provides options for formatting command buttons

36. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall36 Add Controls to Forms Command Button Wizard

37. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall37 Add Controls to Forms Charts add alternative view of data Chart control in Access provides many of the same options as other Microsoft Office applications Chart’s values are based on values in a table The chart legends, labels, and titles can be formatted and edited

38. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall38 Add Controls to Forms Example of chart in a form

39. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall39 Use Advanced Formatting Tools Forms should be formatted in a way that will help users enter data Formatting options are provided that emphasize data Formatting helps users to better recognize and understand data

40. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall40 Use Advanced Formatting Tools Conditional format displays only when one or more conditions are true Default formatting will display if none of the conditions are met Condition rules are defined in boxes and formatting is set using formatting buttons A preview is provided for each format

41. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall41 Use Advanced Formatting Tools Conditional formatting

42. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall42 Use Advanced Formatting Tools Conditional formatting

43. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall43 Use Advanced Formatting Tools In most controls, all displayed text must use same format In a memo field, individual words or phrases can be formatted separately Rich text is text that is formatted with options common to many programs, including font type, bold, center, and bullets

44. with Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall44 Objectives Create Forms with Subforms Create Forms with Special Views Build a Form in Design View Add Controls to Forms Use Advanced Formatting Tools