1. © 2008 The McGraw-Hill Companies, Inc. All rights reserved. ACCESS 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 11 – Building Advanced Forms

2. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Lesson Objectives Create a form in Design View. Add a command button. Work with image controls. Use a wizard to create a form with a subform. Create a subform in Design View. Create calculated controls.

3. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Creating a Form in Design View Exercises –Create a Form in Design View –Modify a Control Properties –Add Controls and Format a Form –Set and Copy Conditional Formatting –Insert a Smart Tag –Create a Data Entry From

4. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Create a Form in Design View Blank forms only show the Detail section The Field List Pane show all fields from every table

5. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Modify Control Properties The size and position of controls can be controlled by changing the control properties Controls can be grouped before changes are made to properties

6. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Modify Control Properties Final positions of controls

7. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Add Controls and Format a Form The Title control –Is a Label –Specific control name (Auto_Title0) –Placed in the Form Header The Page Number control –Is a Text box –No specific name given –Placed in the Page Header

8. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Add Controls and Format a Form The Date & Time control –Is a Text box –No specific name given –Placed in the Form Header Apply AutoFormat before adding controls to save time

9. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Set and Copy Conditional Formatting The active control is known to have the Focus Conditional Formatting can be used to change the appearance of controls that have the “Focus”

10. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Set and Copy Conditional Formatting Improves speed and accuracy of data entry

11. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Insert a Smart Tag Person Name Smart Tags –Launches MS Outlook to edit contact information Financial Symbol Smart Tags –Launches Internet Explorer to obtain stock quotes Date Smart Tags –Launches MS Outlook to schedule appointments

12. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Insert a Smart Tag More Smart Tags are available on-line

13. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Create a Data Entry Form Forms have properties to set behavior

14. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Adding Command Buttons Exercises –Add a Command Button that Prints the Form –Add a Command Button that Prints the Current Record –Add a Command Button that Closes the Form

15. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Add a Command Button that Prints the Form The Command Button Wizard is the quickest way to create a command button Clicking command buttons executes an action

16. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Add a Command Button that Prints the Form Objects in a Form should also use the Leszynski Naming Convention

17. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Add a Command Button that Prints the Current Record Specific command buttons allow user to use forms with less knowledge of Access

18. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Add a Command Button that Closes the Form Command buttons –Can display icon only –Can display text only –Can display both icon and text –ControlTip Text property Set a screen tip Appears when the mouse pointer is over the control

19. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Add a Command Button that Closes the Form Control’s labels might not be in the same section as the control itself

20. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Working with Image Controls Exercises –Add a Logo –Add a Image Control –Add a Background Picture

21. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Add a Logo Logo Control –Is an Image control –Specific control name (Auto_Logo0) –Placed in the Form Header

22. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Add an Image Control Images other than logos can be added to improve the appearance of the form

23. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Add a Background Picture Background images –Appear behind the controls –Should not be a busy image –Should not clutter the form

24. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Using a Wizard to Create a Form with Subform Exercises –Create a Form and Subform –Modify a Form with a Subform

25. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Create a Form and Subform Subforms –Embedded into Main form –Shared a common field and relationship Main form – One side of the relationship Subform – Many side of the relationship

26. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Modify a Form with a Subform Subform control –Contains a form –Has properties –Has a Label

27. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Modify a Form with a Subform Forms and Subforms both have their own navigation tools

28. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Create a Suform in Design View Exercises –Create a Subform –Add a Subform Control –Add a PivotTable to a Form

29. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Create a Subform Normally contains detail information

30. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Add a Subform Control Adding a subform control will open a wizard Common field is required

31. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Add a Subform Control Subforms do not need to look different from the main form

32. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Add a PivotTable to a Form Form properties –Allow Form View –Allow Datasheet View –Allow Layout View –Allow PivotTable View –Allow PivotChart View One of these properties must set to “Yes” at all times

33. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Add a PivotTable to a Form PivotTable summarizes data in the recordset

34. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 34 Add a PivotTable to a Form PivotTables can be filtered

35. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 35 Creating Calculating Controls Exercises –Add a Calculated Control to the Subform –Add Calculated Controls to the Main Form –Add Command Buttons to the Main Form

36. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 36 Add a Calculated Control to the Subform Calculated Controls are mostly Text Boxes

37. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 37 Add Calculated Controls to the Main Form Easiest way to create a new calculated control is to copy an existing control

38. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 38 Add Calculated Controls to the Main Form

39. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 39 Add Command Buttons to the Main Form Record navigation is easier with command buttons

40. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 40 Lesson 11 Summary Whenever designing a form, you should always consider the needs of the user. Most database designers create forms by first using the Form Wizard and then modifying the controls on the form. When you create a form in Design View, you start with a blank form that contains only a Detail section. To complete the form, you insert fields, labels, and additional design elements. You can adjust the size and position of controls by selecting the control or through the Property Sheet of a control. A form can contain special controls such as the Title, Page Number, and the Date & Time controls.

41. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 41 Lesson 11 Summary One method for improving the speed and accuracy of data entry is to highlight the control that has the focus. Access provides three ready-to-use Smart Tags. A Smart Tag delivers data to another application and performs specific actions. A form can be set to allow only new records to be entered, not allow new records to be entered, not allow records to be deleted, or not allow records to be edited. A command button is a control that, when clicked, executes an action or series of actions. When a command button does not display text, it is a good idea to include a ControlTip that explains the purpose of the control.

42. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 42 Lesson 11 Summary You can add an image such as a digital photograph, computer graphic, or scanned art to a form. Forms can present information in a hierarchical format by using main forms and subforms. The main form and subform are individual main objects. Each form possesses individual properties. To create a main form/subform, the ynaset for the main form and the dynaset for the subform must be linked by a relationship. When adding color to a form, you can select the color from a palette or create your own custom color.

43. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 43 Lesson 11 Summary A calculated control can be any combination of mathematical operations, logical operators, constants, functions, and fields. Although any control that has a Control Source property can be used to create a calculated control, the easiest control to use is a text box. A command button is a control that, when clicked, executes an action or series of actions.