© 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 7 – Adding and Modifying Forms

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Lesson Objectives Generate forms quickly. Modify controls in Layout View. Work with form sections. Modify controls in Design View. Add calculated controls to a form. Print/Save forms.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Generating Forms Quickly Exercises –Create a Form with a Wizard –Generate a Form with One Click

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Create a Form with a Wizard Form Wizard allows the user to –Select fields –Select layout –Select style

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Generate a Form with One Click Form tools create a –Multiple Item Form –Simple form –Split Form Must select recordset before using Form tools

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Modify Controls in Layout View Exercises –Modify a Control Layout –Resize and Move control Layouts –Align Control Layouts –Remove and Add Controls to a Control Layout –Set Tab Order –Format a Form in Layout View

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Modify a Control Layout Three types of controls –Bound – Linked to a field –Unbound – Not linked to a field –Calculated – Data source is an expression Control Layout –A collection of controls –Add special formatting tools Control padding Control margins

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Modify a Control Layout Click the layout selector to select the collection

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Resize and Move Control Layouts Control Layouts make resizing and moving controls much easier

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Resize and Move Control Layouts Selecting controls that are in a Control Layout and clicking one of the Layout style commands creates a new control layout

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Align Control Layouts Aligning controls is different than aligning text

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Align Control Layouts Control Layouts can also be aligned

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Remove and Add Controls to a Control Layout By clicking and dragging, you can move a control from one Control Layout to another

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Remove and Add Controls to a Control Layout Add a field by dragging a field from the Field List Pane to a Control Layout

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Remove and Add Controls to a Control Layout Add a Date/Time control to the form

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Set Tab Order Tab order determines the movement of the insertion point through a form Fields can be moved up and down the list

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Format a Form in Layout View AutoFormat is a tool that applies a predefined format to a form or report More color options than in previous versions of Access

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Working with Form Sections Exercises –Open and Size Form Sections –Add Labels and View Form Sections

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Open and Size Form Sections Form Sections –Detail Main body Repeats once for each record –Form Header Logos, Title, or Dates –Form Footer Appears once at the end of the form –Page Header Repeats at the top of each page when printed –Page Footer Repeats at the bottom of each page when printed

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Open and Size Form Sections Click and drag to open a section

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Open and Size Form Sections Form with all sections open

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Add Labels and View Form Sections Label controls are independent of the recordset Labels have 8 handles –Upper left – The move handle –Other 7 – Resize handles

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Modifying Controls in Design View Exercises –Format a Form in Design View –Resize and Move Controls –Modify Property Settings –Add a Label

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Format a Form in Design View You can only resize form sections in Design View To apply AutoFormat to the entire form, you must click the Form Selector

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Format a Form in Design View You can format just text boxes in a Control Layout

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Resize and Move Controls The vertical and horizontal rulers can be a great aid when sizing controls

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Modify Property Settings Image controls have different size modes –Clip mode – Original size –Stretch mode – Fits to frame Can distort image –Zoom mode – Fits to height or width Doesn’t distort image

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Add a Label Add a label to identify the creator of the form

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Adding Calculated Controls to a Form Exercises –Add Unbound Text Box –Add a Calculated Control

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Add Unbound Text Box Unbound controls can have expressions as their control source You can add the unbound controls and format them before adding expression

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Add a Calculated Control Calculated Controls can display the solution of expressions or functions

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Add a Calculated Control Calculated Controls and bound text box look the same in the final version of the form

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Printing/Saving Forms Exercises –Print Specific Pages –Print One Record –Print Multiple Records –Save a Record

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 34 Print Specific Pages Access can print specific pages of a multi- page form

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 35 Print One Record To only print one record you must first select that record before trying to print The Print dialog box will not allow you to select specific records to print

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 36 Print Multiple Records To print multiple records –Records must be contiguous –Must be selected in the form –In the Print dialog box, select the Selected Records option

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 37 Save the Record Forms can be saved as PDF or XPS files Same options apply for selection of records as when printing

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 38 Lesson 7 Summary A form can be designed to view an entire record on a single screen. A form can include calculations, functions, and totals. The quickest way to create a form is to use the Query Wizard or a tool in the Forms group. The Form Wizard lets you select fields, a layout, and a style. When using the Forms tool, you can create a Simple Form, Split Form, or Multiple Items Form by selecting the appropriate command button located in the Forms group.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 39 Lesson 7 Summary A control is a database object that displays data, performs actions, or controls user interface information, such as labels and images. Controls can be bound, unbound, or calculated. A control layout assists you to horizontally and vertically align the controls within a form. A single form can have multiple control layouts. In Layout View of a form, you can rearrange and adjust the size of controls to improve the form’s appearance and functionality. In Layout View, you can navigate through the dynaset to determine the best layout for the controls. Aligning a control is different than aligning the text within a control.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 40 Lesson 7 Summary Aligning the text within a control does not move the placement of the control on the form, but only the contents of the control. The five sections of a form include the Detail, Form Header, Form Footer, Page Header, and Page Footer sections. The Page Header and Page Footer sections can only be seen in Print Preview or when the form is printed. When you select a label or any other object, selection handles appear around the object.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 41 Lesson 7 Summary When resizing and moving controls, you can use the gridline marks, vertical ruler, and horizontal ruler to position the edges of each control. The property settings of a control allow you to modify a control more precisely. A Picture Size Mode can be set to Clip Mode, Stretch Mode or Zoom Mode. A label control is only associated with the major object to which it is attached. An unbound text box is the easiest control to change to a calculated control.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 42 Lesson 7 Summary A calculated control can contain an expression or a function. When printing a form, the Page Header and Page Footer sections will print on each vertical page. When printing a specific range of pages, you must enter a single page number, a list of page numbers separated by commas, or a page range including the first page through the last page. To print a single record, first you must select the record through the form. You cannot select to print a single record or range of records through the Options in the Print or Print Preview commands. The order in which multiple records will print depends on how the dynaset is sorted.