1. INSERT BOOK COVER 1Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Exploring Microsoft Access 2010 by Robert Grauer, Keith Mast, Mary Anne Poatsy Chapter 4 Creating and Using Professional Forms and Reports

2. Objectives Create forms using the form tools Modify a form Sort records in a form Identify form sections Revise forms using form views Identify control types in forms Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 2

3. Objectives (continued) Create reports using report tools Modify a report Sort records in a report Identify report sections Revise reports using report views Identify control types in reports Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 3

4. exp2010_a04_script_solution Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 4 Open the file…

5. Form Basics (p. 734) Forms: database objects used to add data into a table (p. 734) Reasons to use forms rather than tables 1.Less likely to edit the wrong record by mistake 2.Can show data from more than one table simultaneously 3.Can create Access forms to match paper forms Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 5

6. Creating Forms Using the Form Tools 16 different tools for creating forms Forms group Navigation forms More Forms Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 6

7. Identify a Record Source (p. 735) Record source — the object that supplies the records for a form or report – Table – Query for filtered records or combined records from 2 or more tables Sketch the form first Use the Form Tool Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 7

8. The Form Tool (p. 736) Stacked Layout Tabular Layout Layout view to modify form Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 8 Layout view

9. Work with a Subform (p. 736) When using the Form tool to create a form: – Access analyzes the table relationships created in the database – Automatically adds a subform to your form Subforms: display records with foreign key values that match the primary key value in the main form Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 9

10. Create a Split form (p. 737) Split forms — combine two views of the same record source – One section is displayed in a stacked layout – One section is displayed in a tabular layout Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 10 Bottom section shows multiple employees in Datasheet view Top section shows one employee in Form view Use the form splitter bar to resize each section

11. Create a Multiple Items Form (p. 737) Multiple items form: displays multiple records in a tabular layout similar to a table’s Datasheet view. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 11 Layout resembles a table’s Datasheet view Employee records are displayed in tabular format

12. Create a Datasheet Form Datasheet form – A replica of a table or query’s Datasheet view except that it still retains some of the form properties. Can be changed using… Visual Basic for Applications (VBA) - Microsoft’s programming language to customize forms & reports. Ex: validate that item cost is not > item’s price. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 12

13. Create Forms Using the Other Form Tools (p. 739) Form Design tool Blank Form tool (empty form) Navigation option (used on Internet) PivotTables and PivotCharts converted to Forms Modal Dialog Form tool Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 13

14. Modifying a Form (p. 739) Add a field Remove a field Change the order of fields Change the width of a field Modify label text Changing color themes or style Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 14

15. Add a Field to a Form Stacked layout Tabular layout Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 15

16. Work with a Form Layout Control Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 16 Customer information form created with the Form tool Stacked layout Orders subform automatically added by Access To help align the fields horizontally and vertically

17. Working with Fields on a Form Delete a field from a form Adjust column widths in a form Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 17

18. Sorting Records in a Form (p. 741) Change the sorting in a form – from the sorted order of the table or query Remove sorting in a form Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 18

19. Form Sections, Views and Controls (p. 749) Form Sections Views – Layout view: Most of your design work is done here – Form view: Edit data here – Design view: Calculated fields or advanced features Controls Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 19

20. Identify Default Form Sections (p. 749) Form header section: forms title, a logo or other graphic, and the current date and time. Detail section: records in the form’s record source Form footer section: used to add totals for field values. Modifying the Default Form Sections Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 20

21. Revising Forms Using Form Views Switch between Form Views – Layout view: Most of your design work is done here. Add or delete fields, modify field properties, change column widths, add a color scheme or styling. View data, but cannot edit – Form view: Add, Edit & Delete data here. Layout and design cannot be changed. – Design view: Calculated fields or advanced features Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 21

22. Identifying Control Types in Forms Text Box control: displays the data found in a form’s record source Label control: literal word or phrase to describe the data Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 22

23. Identifying Control Types in Forms Bound controls: text boxes that are connected to a field in a table or a query. Unbound control: labels and other decorative design elements, and are not connected to a source of data Add Styling to a form: change fonts, color of the font, and adding a background to your form Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 23

24. Identifying Control Types in Forms Add a Calculated control Ex: Calculate ‘Years Since Published” from YearPublished field. = (Date() – YearPublished) / 365 Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 24

25. Report Basics Report: a printed document that displays information from a database in a format that provides meaningful information to its readers Identifying a record source Choosing a Report tool Modifying a report Many similarities between forms and reports Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 25

26. Questions before Creating a Report What is the purpose of the report? Who will use the report? Which tables are needed for the report? What fields, labels, and calculations are needed? How will the report be distributed? Will the results be converted to Word, Excel, HTML, or another format? Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 26

27. Creating Reports using Report Tools Access Report Tools to create reports – Report Tool – Report Design – Blank Report – Report Wizard – Labels Tool Modify existing report by using: – Layout View – Design View Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 27

28. Identify the Record Source One or more tables Queries Combinations of tables and queries Can also contain graphics including – Company Logos – Watermarks Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 28

29. Sketch the Report Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 29

30. Use the Report Tool Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 30 Report created with the Report tool Information is presented in tabular format

31. Use the Report Wizard Report Wizard asks questions – Uses 6 dialog boxes to collect information Generates report based on answers Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 31

32. Starting the Report Wizard Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 32 Select a table or query Select fields

33. Add Grouping to the Report Wizard Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 33 Access adds StudyID automatically Add a group Select a field to group by Remove a group

34. Add Sorting and Summary Options Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 34 Choose Ascending or Descending order Choose the sort fields Click Summary Options to add aggregate functions

35. Choose the Layout of the Report Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 35 Choose the Orientation Choose the Layout Adjust field widths so fields fit on one page wide.

36. Save and Name the Report Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 36 Type a report name Click Finish to see a preview of the report Click Preview the report to see what the report will look like

37. Previewing the Report Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 37

38. Use the Label Wizard Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 38

39. Modifying a Report Add a Field to a Report – Tabular layout – Stacked layout Delete a Field from a Report – Tabular layout – Stacked layout Work with Report Layout Control Adjust Column Widths in a report Add a Theme to a report Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 39

40. Sorting Records in a Report Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 40 Select FirstName for the second sort LastName is the first sort

41. Identifying Report Sections Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 41 Report header Page header (Column Headings) Detail (Bound controls) Page footer (Page Numbers) Report footer (Grand totals)

42. Adding a Group Header/Footer Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 42 Click Group & Sort to add grouping Specialization group header section Specialization group footer section Modify the grouping & sorting

43. Add Totals to a Group Footer/ Report Footer Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 43 Total revenue is shown at the bottom of each sales rep Count is shown at the bottom of each sales rep

44. Revising Reports Using Report Views Layout View: alter the report design while still viewing the data Print Preview: see exactly what the report will look like when it is printed Design View: report’s design without displaying data Report View: what the printed report will look like in a continuous page layout. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 44

45. Identifying Control Types in Reports Work with controls – Bounded controls – Unbounded controls – Calculated Controls Add a Calculated control to a report Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 45

46. Summary In this chapter, you learned how to create forms using form tools, modify a form, sort records in a form, identify form sections, revise forms using form views, and identify control types in forms. You also learned how to create reports using report tools, modify reports, sort records in a report, identify report sections, revise reports using report view, and identify control types in reports. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 46

47. Questions Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 47

48. Copyright Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. 48 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.