With Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Access.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall2 Objectives Create and Use a Form to Add and Delete Records Create a Form by Using the Form Wizard Modify a Form in Layout View and in Design View Filter Records

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall3 Objectives Create a Report by Using the Report Tool Create Reports by Using the Blank Report Tool or the Report Wizard Modify the Design of a Report Print a Report and Keep Data Together

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall4 Create and Use a Form to Add and Delete Records Form tool—fastest and easiest way to create a form: –Incorporates all the information from an existing table or query –Creates the form for you Records edited or created using a form automatically update the underlying table or tables.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall5 Access creates the form: –Based on the currently selected object –In a simple top-to-bottom layout Access displays the form in Layout view. In Layout view, the form can be modified while displaying data. Create and Use a Form to Add and Delete Records

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall7 Single-record forms can reduce the number of data entry errors because data entry is only one record at a time. Databases are useful only if information is accurate. Create and Use a Form to Add and Delete Records

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall8 Forms are based on—bound to—the table where the records are stored. –When a record is entered in a form, the new record is added to the underlying table. –When a record is added to a table, the new record can be viewed in the related form. Create and Use a Form to Add and Delete Records

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall9 Use the Tab key to move from field to field in a form. –Tab order—the order in which the insertion point moves from one field to the next when you press the Tab key. Record selector bar—the bar used to select an entire record Create and Use a Form to Add and Delete Records

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall11 Use a form to delete records from a database table. Find the record to delete by using the Find and Replace dialog box. Create and Use a Form to Add and Delete Records

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall12 Create a Form by Using the Form Wizard The Form Wizard: –Creates a form quickly and gives you more flexibility in the design, layout, and number of fields –Enables you to control how the form looks by selecting the fields to include and the layout A form should be designed for the individuals who use it.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall16 Modify a Form in Layout View and in Design View Layout view –Allows changes to design while displaying data from underlying table –Used to group or resize fields and change the style of a form Design view –Presents a detailed view of the structure of the form. –Is required for some tasks, such as resizing sections

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall19 Modify a Form in Layout View and in Design View Some tasks, such as resizing sections, must be completed in Design view.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall20 Modify a Form in Layout View and in Design View Design view displays three sections: −Form Header −Detail −Form Footer Each section designated by a section bar at the top.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall21 Modify a Form in Layout View and in Design View Controls—objects on a form that display data, perform actions, and let you view and work with information. –Text box control—bound control, its source data comes from a table or query –Label control—placed to the left of a text box control, contains descriptive information that displays on the form, usually the field name –Unbound control—control that does not have a source of data (e.g., label that displays on the title of a form)

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall24 Modify a Form in Layout View and in Design View In Layout view, click the Add Existing Fields button to display the Field List.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall25 Modify a Form in Layout View and in Design View Resize text box controls: –By decreasing the width of the text box controls, there is more space to rearrange the form controls. –In Layout view, it is easy to visually determine if the space allotted is adequate to display all of the data in every field.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall27 Modify a Form in Layout View and in Design View Property Sheet—where precise changes to the properties—characteristics—of selected controls can be made −More than one label control can be selected and changes made to multiple selections

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall28 Filter Records Filtering records—process of displaying only a portion of the total records, a subset, based on matching specific values –Filters are commonly used to provide a quick answer; the result is not generally saved for future use. –The records that do not contain the value in the selected field are removed temporarily.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall30 Filter Records Toggle Filter button –Toggle Filter button, on the Home tab in the Sort & Filter group, is used to apply or remove a filter. –If no filter has been created, the button is not active—it is not highlighted. –After the filter is created, the button becomes active.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall31 Filter Records Filter By Form command filters records in a form based on one or more fields or based on more than one value in the same field. –Filter By Form command offers greater flexibility than the Filter by Selection command. Can be used to answer a question that requires matching multiple values

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall34 Create a Report by Using the Report Tool Report—database object that summarizes the fields and records from a table or query, in an easy-to-read format suitable for printing –A report consists of information extracted from tables or queries including the report’s design items, such as labels, headings, and graphics. –The tables or queries providing the underlying data are referred to as the report’s record source.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall36 Create a Report by Using the Report Tool Themes—predefined formats to apply to active objects –Another way to give a professional look to a report –Apply Themes before performing other formatting to the text in your report Use Layout view to make quick changes for reports created with the Report tool

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall38 Create a Report by Using the Blank Report Tool or the Report Wizard Blank Report tool—creates reports from scratch –An efficient way to create reports, especially if you plan to include only a few fields

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall39 Create a Report by Using the Blank Report Tool or the Report Wizard Add fields to your report from the Field List by: –Right-clicking –Dragging –Double-clicking

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall42 Create a Report by Using the Blank Report Tool or the Report Wizard Report Wizard—use for flexibility and to control content and design Report Wizard enables you to: –Specify how the data is grouped and sorted –Use fields from more than one table or query if you have created the relationships –Create a report based on your answers to a series of questions

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall44 Modify the Design of a Report After a report is created –Can modify its design –Change the format of, add, remove, or change the placement of controls in the report Most modifications can be made in Layout view.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall45 Modify the Design of a Report Design view gives a more detailed view of the structure of your report: –View the header and footer sections for the report, for the page, and for groups –Add labels to the Page Footer section or increase the height of sections –Complete tasks, such as aligning controls

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall46 Modify the Design of a Report Design view for a report is similar to the Design view for a form. The layout of the report can be modified in this view; the dotted grid pattern can be used to align controls.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall47 Modify the Design of a Report Report Header—displays information at the top of the first page of a report Page Header—displays information at the top of every page of a report Group Header and Group Footer— display the field label by which the data has been grouped –The Group Header does not display if there is no group data. –The Group Footer does not display if you do not summarize data.

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall49 Print a Report and Keep Data Together Before you print a report, examine the preview to ensure: –Labels and data display fully –Data is properly grouped –Group data is not broken across two pages

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall50 Print a Report and Keep Data Together Unless the data exceeds the length of a page, it is possible to keep the data in a group to keep it to one page. –Use the Group & Sort button to: Control how information is grouped, sorted, or totaled See how your changes affect the display of the data

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall52 Covered Objectives Create and Use a Form to Add and Delete Records Create a Form by Using the Form Wizard Modify a Form in Layout View and in Design View Filter Records

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall53 Covered Objectives Create a Report by Using the Report Tool Create Reports by Using the Blank Report Tool or the Report Wizard Modify the Design of a Report Print a Report and Keep Data Together

with Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall54 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. Copyright © 2011 Pearson Education, Inc. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall

With Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Access.

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With Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Access.

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Presentation on theme: "With Microsoft® Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Access."— Presentation transcript:

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