RAHUL KAVI Rahul.Kavi@mail.wvu.edu October 22, 2013 Day 20: Access Chapter 4 RAHUL KAVI Rahul.Kavi@mail.wvu.edu October 22, 2013

Last class Calculated fields Functions Aggregate(Summary) queries In queries In tables Functions DateDiff, Now Aggregate(Summary) queries Lookup fields

Today’s class IFF function (calculated fields in Queries) Forms Creating Forms Form Wizard Blank Forms, Split Forms, Multiple item Forms, etc. Designing and editing Forms.

Iff function Syntax of IFF function: Iff(<variable1> condition <variable2>, true_part, else_part) Example 1: = IIF([ShippingDate<Date(), “Shipped”, “Not Shipped”) Example 2: =IIF([ShippingDate]<Date(), “Shipped”, IFF([ShippingDate]=Date(), “Shipping today”, “Unshipped”))

Forms A form is a database object used to add or edit data in a table There are three reasons for using forms to add or edit data: You are less likely to edit the wrong record by mistake You can create a form that shows data from more than one table simultaneously You can create Access forms to match paper forms

Forms Too much data in one form will confuse users. Use one form for each task.

Creating Basic forms Create->Forms >Form >Form Design >Blank Form >Form Wizard

Create->Forms->Form Creates a form for the currently selected table It will also include a subform for any table that has a foreign key that is related to the main table

Create->Forms->Form Design Creates a new, blank form in design view Design view allows you to add labels and fields and place them how you would like

Create->Forms->Blank Form Creates a new, blank form in layout view Layout view allows you to add labels and fields, but it automatically places them based on the style Form Layout Tools->Arrange->Table Stacked (default) Tabular

Create->Forms->Form Wizard Create a form using any combination of fields from any number of tables Allows you to select how to group things for subforms Example: Songs grouped by Album

Split forms Split forms combine a form with a datasheet view of the table Create->Forms->More Forms->Split Form Creates a split form for the selected table You can navigate to different records with the normal navigation buttons, or selecting the record from the datasheet view

Multiple Items forms Multiple items forms are similar to datasheet view, but allow you to customize the fields and layout Create->Forms->More Forms->Multiple Items

Datasheet form Datasheet forms are even more like datasheet views than multiple item forms While you can still edit the fields and their order, the layout is exactly like datasheet views on tables Like all forms, allows you to include fields from multiple tables

Editing forms Add fields Delete fields Layout Control Adjust width Remove layout Add layout Adjust width Add a theme

Sorting Records From form view, do one of the following: Right click, select sorting order Select field (be careful with yes/no fields as selecting them will change the value), then Home->Sort & Filter->Ascending or Descending

Form sections Forms have 3 sections… header, footer, and detail These sections can be seen and edited in Design View

Important Control types Text box Label Button Tab Toggle button List box Check box Option button Subform

Next Class Reports Create, modify Sorting Report sections Control Types