1. © Paradigm Publishing, Inc. 1

2. 2 Access 2010 Level 2 Unit 1Advanced Tables, Relationships, Queries, and Forms Chapter 4Creating and Using Custom Forms

3. © Paradigm Publishing, Inc. 3 Creating and Using Custom Forms  Create Custom Forms Using Design View Create Custom Forms Using Design View  CHECKPOINT 1 CHECKPOINT 1  Add Calculations to a Form in Design View Add Calculations to a Form in Design View  Adjust Objects for Consistency in Appearance Adjust Objects for Consistency in Appearance  Add Graphics to a Form in Design View Add Graphics to a Form in Design View  Anchor Controls to a Form Anchor Controls to a Form  Create a Datasheet Form and Restrict Form Actions Create a Datasheet Form and Restrict Form Actions  Create a Form Using the Blank Form Tool Create a Form Using the Blank Form Tool  Sort and Find Records in Forms Sort and Find Records in Forms  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

4. © Paradigm Publishing, Inc. 4 Create Custom Forms Using Design View To start a new form in Design view: 1.Click the Create tab. 2.Click the Form Design button in the Forms group. Form Design View

5. © Paradigm Publishing, Inc. 5 Create Custom Forms Using Design View…continued Form Design Tools Design tab  Objects are added to the form using buttons in the Controls, Header/Footer, and Tools groups in the Form Design Tools Design tab (shown below).

6. © Paradigm Publishing, Inc. 6 Create Custom Forms Using Design View…continued  A control object in a form is bound, unbound, or calculated.  A bound control object draws its data from the field in the table to which it is associated.  An unbound control object is used to display text or graphics and does not rely on the table for its content.  A calculated control object displays the result of a mathematical formula.

7. © Paradigm Publishing, Inc. 7 Create Custom Forms Using Design View…continued To add a form title: 1.Open the form in Design view. 2.Click the Title button in the Header/Footer group of the Form Design Tools Design tab. 3.Type the title text. 4.Press Enter. title text

8. © Paradigm Publishing, Inc. 8 Create Custom Forms Using Design View…continued To add a label object: 1.Open the form in Design view. 2.Click the Label button in the Controls group in the Form Design Tools Design tab. 3.Drag to create the object with the desired height and width. 4.Type the label text. 5.Press Enter. label object

9. © Paradigm Publishing, Inc. 9 Create Custom Forms Using Design View…continued To center a title object: 1.Select the title object. 2.Click the Form Design Tools Format tab. 3.Click the Center button in the Font group. Center button

10. © Paradigm Publishing, Inc. 10 Create Custom Forms Using Design View…continued  The Form Header section is used to create a header that will display at the top of the form as you scroll through records in Form view. A form header also prints at the top of the page when you print a record or group of records from Form view.  The Form Footer section is used to create a footer that will display at the bottom of the form as you scroll through records in Form view. A form footer also prints at the end of a printout when you print a record or group of records from Form view.

11. © Paradigm Publishing, Inc. 11 Create Custom Forms Using Design View…continued To connect a table to a form: 1.Open the form in Design view. 2.Double-click the Form Selector button. continues on next slide… Form Selector button

12. © Paradigm Publishing, Inc. 12 Create Custom Forms Using Design View…continued 3.Click the Data tab in the Property Sheet. 4.Click the down-pointing arrow in the Record Source property box. 5.Click the desired table at the drop-down list. 6.Close the Property Sheet. Record Source property box

13. © Paradigm Publishing, Inc. 13 Create Custom Forms Using Design View…continued To add a field to a form: 1.Click the Add Existing Fields button in the Tools group in the Form Design Tools Design tab. 2.Drag the field name from the Field List pane to the desired location in the Detail section. Field List pane

14. © Paradigm Publishing, Inc. 14 Create Custom Forms Using Design View…continued To move objects in Design view: 1.Select the control object. 2.Use the orange border or the gray move handle to drag the object to a new location. orange border

15. © Paradigm Publishing, Inc. 15 Create Custom Forms Using Design View…continued To resize an object in Design view: 1.Select the control object. 2.Drag any of the sizing handles to change the height or width of the object. pointer

16. © Paradigm Publishing, Inc. 16 Create Custom Forms Using Design View…continued  By default, the Snap to Grid feature is turned on in Design view.  This feature pulls the edge of a control to the nearest grid point when you are moving or resizing it.  If you want to move or resize an object more precisely, you may want to turn the feature off.

17. © Paradigm Publishing, Inc. 17 Create Custom Forms Using Design View…continued To change the font color in a control: 1.Select the desired control object. 2.Click the down-pointing arrow on the Font Color button in the Font group on the Form Design Tools Format tab. 3.Click the desired color at the color palette. 4.Deselect the control. Font Color button

18. © Paradigm Publishing, Inc. 18 Create Custom Forms Using Design View…continued To use the selection rectangle: 1.In Design view, position the pointer above the top left edge of the control you wish to select. 2.Drag down and to the right to draw a rectangle around the control. 3.Release the mouse. selection rectangle

19. © Paradigm Publishing, Inc. 19 Create Custom Forms Using Design View…continued To change the tab order of the fields in a form: 1.Open the form in Design view. 2.Click the Tab Order button in the Tools group of the Form Design Tools Design tab. 3.At the Tab Order dialog box, click in the gray field selector bar next to the field name. 4.Drag the field to the desired location. 5.Repeat Steps 3-4 as required. 6.Click OK. Tab Order dialog box

20. © Paradigm Publishing, Inc. 20 Create Custom Forms Using Design View…continued  A tab control is an object used to add pages to a form.  When viewing a form, you click the page tab in the tab control object to display the contents of the page.  Add a tab control to a form to organize fields in a large table into smaller related groups or to insert multiple subforms that display on separate pages within the tab control object.

21. © Paradigm Publishing, Inc. 21 Create Custom Forms Using Design View…continued To add a tab control to a form: 1.Open the form in Design view. 2.Click the Tab Control button in the Control group of the Form Design Tools Design tab. 3.Position the crosshairs in the Detail section at the desired location for the top left of the object. 4.Drag down and right to draw the object’s desired height and width. 5.Release the mouse. pages

22. © Paradigm Publishing, Inc. 22 Create Custom Forms Using Design View…continued To change the page caption: 1.Click the desired tab in the tab control. 2.Click the Property Sheet button in the Tools group. 3.Click the Format tab in the Property Sheet. 4.Click in the Caption property box. 5.Type the desired text. 6.Close the Property Sheet. Caption property box

23. © Paradigm Publishing, Inc. 23 Create Custom Forms Using Design View…continued To add a subform to a page: 1.Click the desired page tab in the tab control. 2.Make sure the Use Control Wizards button is active. 3.Click the More button in the Controls scroll bar. 4.Click the Subform/Subreport button at the expanded Controls list. continues on next slide… Subform/Subreport button

24. © Paradigm Publishing, Inc. 24 Create Custom Forms Using Design View…continued 5.Click the crosshairs inside the selected page. 6.Click Next at the first Subform Wizard dialog box. continues on next slide… crosshairs

25. © Paradigm Publishing, Inc. 25 Create Custom Forms Using Design View…continued 7.At the second Subform Wizard dialog box, choose the table and fields. 8.Click Next. 9.At the third Subform Wizard dialog box, click Next. 10.At the last Subform Wizard dialog box, click Finish. 11.Delete the subform label control object. 12.Move and resize the subform object as necessary. second Subform Wizard dialog box

26. © Paradigm Publishing, Inc. 26 Create Custom Forms Using Design View…continued  In Design view, the controls in the subform display one below another. However, in Form view, the subform displays using a datasheet layout.  If you want to, you can change the Default View property in the subform’s Property Sheet to Single Form.  This view matches the layout of the controls in Design view to the layout of the fields in Form view.  The fields display one below another in a single column in Form view.

27. © Paradigm Publishing, Inc. 27 1)The Form Design button is located in this tab. a.Home b.Create c.External Data d.Database Tools 1)The Form Design button is located in this tab. a.Home b.Create c.External Data d.Database Tools 3)Access places how many control objects for each field on a form? a.1 b.2 c.3 d.4 3)Access places how many control objects for each field on a form? a.1 b.2 c.3 d.4 2)These type of objects are used to display text or graphics and do not rely on a table for their content. a.calculated b.bound c.unbound d.text 2)These type of objects are used to display text or graphics and do not rely on a table for their content. a.calculated b.bound c.unbound d.text 4)To select multiple objects, hold down this key as you click. a.Shift b.Ctrl c.Alt d.Shift + Ctrl 4)To select multiple objects, hold down this key as you click. a.Shift b.Ctrl c.Alt d.Shift + Ctrl Next Question Next Slide Answer

28. © Paradigm Publishing, Inc. 28 Add Calculations to a Form in Design View To add a calculated control to a form: 1.Open the form in Design view. 2.Click the Text Box button in the Controls group in the Form Design Tools Design tab. 3.Position the crosshairs in the Detail section at the desired location. 4.Drag to create the control object. 5.Release the mouse. continues on next slide… crosshairs

29. © Paradigm Publishing, Inc. 29 Add Calculations to a Form in Design View…continued 6.Click in the text box control. 7.Type the formula. 8.Press Enter. 9.Delete the text in the label control object. 10.Type the label text. 11.Press Enter. formula

30. © Paradigm Publishing, Inc. 30 Adjust Objects for Consistency in Appearance To align multiple objects: 1.In Design view, select the desired objects. 2.Click the Form Design Tools Arrange tab. 3.Click the Align button in the Sizing & Ordering group. 4.Click the desired option at the drop-down list. 5.Deselect the controls. Align button

31. © Paradigm Publishing, Inc. 31 Adjust Objects for Consistency in Appearance…continued To adjust spacing between objects: 1.In Design view, select the desired control objects. 2.Click the Form Design Tools Arrange tab. 3.Click the Size/Space button in the Sizing & Ordering group. 4.Click the desired option in the Spacing section at the drop-down list. 5.Deselect the controls. Size/Space button

32. © Paradigm Publishing, Inc. 32 Add Graphics to a Form in Design View  A picture saved in a graphic file format can be added to a form by using the Logo button or the Insert Image button in the Controls group in the Form Design Tools Design tab.  Access automatically adds the image to the left side of the Form Header section.  You can move and resize the image as needed.  Access supports the following graphic file formats for a logo control object: bmp, gif, jpeg, jpg, and png.

33. © Paradigm Publishing, Inc. 33 Add Graphics to a Form in Design View…continued  Use the Insert Image button when you want to place the picture in another section of the form or if you want to draw a larger control object to hold the picture.  Access supports the following graphic file formats for an image control object: gif, jpeg, jpg, and png.

34. © Paradigm Publishing, Inc. 34 Add Graphics to a Form in Design View…continued To add clip art to a form: 1.Open the form in Design view. 2.Start Microsoft Word. 3.Click Insert, Clip Art. 4.Locate and insert the desired clip art into the document. 5.Copy the clip art image. 6.Switch to Microsoft Access. 7.Paste the image into the desired section of the form. 8.Move and resize as required. clip art

35. © Paradigm Publishing, Inc. 35 Anchor Controls to a Form To anchor a control in a form: 1.Open the form in Design view. 2.Select the control object(s) to be anchored. 3.Click the Form Design Tools Arrange tab. 4.Click the Anchoring button in the Position group. 5.Click the desired anchor position. 6.Deselect the object(s). 7.Save the form. Anchoring button

36. © Paradigm Publishing, Inc. 36 Create a Datasheet Form and Restrict Form Actions To create a datasheet form: 1.Select the table in the Navigation pane. 2.Click the Create tab. 3.Click the More Forms button in the Forms group. 4.Click the Datasheet option. 5.Save the form. Datasheet option

37. © Paradigm Publishing, Inc. 37 Create a Datasheet Form and Restrict Form Actions…continued To restrict record actions for a form: 1.Open the form in Design view. 2.Double-click the Form Selector button. 3.Click the Data tab. 4.Change the Allow Additions, Allow Deletions, Allow Edits, or Allow Filters to No. 5.Close the Property Sheet. 6.Save the form. Use these form properties to restrict the usage of the form.

38. © Paradigm Publishing, Inc. 38 Create a Form Using the Blank Form Tool To create a blank form: 1.Click the Create tab. 2.Click the Blank Form button in the Forms group. 3.Expand the field list for the desired table. 4.Drag the fields to the form as needed. 5.Add a title, apply formatting, and make other design changes as needed. 6.Save the form. Blank Form button

39. © Paradigm Publishing, Inc. 39 Create a Form Using the Blank Form Tool…continued To create a list box: 1.Open the form in Layout or Design view. 2.Click the List Box button in the Controls group in the Form Layout Tools Design tab. 3.Click within the form at the desired location. continues on next slide… List Box button

40. © Paradigm Publishing, Inc. 40 Create a Form Using the Blank Form Tool…continued 4.Create the values within the List Box Wizard dialog boxes. 5.Save the form. List Box Wizard dialog box

41. © Paradigm Publishing, Inc. 41 Create a Form Using the Blank Form Tool…continued To create a combo box: 1.Open the form in Layout or Design view. 2.Click the Combo Box button in the Controls group in the Form Layout Tools Design tab. 3.Click within the form at the desired location. continues on next slide… Combo Box button

42. © Paradigm Publishing, Inc. 42 Create a Form Using the Blank Form Tool…continued 4.Create the values within the Combo Box Wizard dialog boxes. 5.Save the form. Combo Box Wizard dialog box

43. © Paradigm Publishing, Inc. 43 Sort and Find Records in Forms continues on next slide…

44. © Paradigm Publishing, Inc. 44 Sort and Find Records in Forms…continued

45. © Paradigm Publishing, Inc. 45 Sort and Find Records in Forms…continued To find records using a wildcard: 1.Open the form in Form view. 2.Click in the field by which you want to search. 3.Click the Find button in the Find group in the Home tab. 4.Type the search string. Include an asterisk for any variable text. 5.Click Find Next. 6.Continue clicking Find Next until the search is finished. 7.Click OK. 8.Close the Find and Replace dialog box. search string

46. © Paradigm Publishing, Inc. 46 Sort and Find Records in Forms…continued To sort records in a form: 1.Open the form in Form view. 2.Click in the field by which you want to sort. 3.Click the Ascending button or Descending button in the Sort & Filter group in the Home tab. Ascending button

47. © Paradigm Publishing, Inc. 47 1)A calculated control is considered to be this type of object. a.plain b.integrated c.bound d.unbound 1)A calculated control is considered to be this type of object. a.plain b.integrated c.bound d.unbound 3)The Blank Form button is located in this tab. a.Home b.Create c.External Data d.Database Tools 3)The Blank Form button is located in this tab. a.Home b.Create c.External Data d.Database Tools 2)Access inserts clip art as this type of OLE control object. a.plain b.integrated c.bound d.unbound 2)Access inserts clip art as this type of OLE control object. a.plain b.integrated c.bound d.unbound 4)This type of box displays a collection of values for a field within the control object. a.list b.button c.selection d.drop 4)This type of box displays a collection of values for a field within the control object. a.list b.button c.selection d.drop Next Question Next Slide Answer

48. © Paradigm Publishing, Inc. 48 Creating and Using Custom Forms Create a custom form in Design view using all three form sections Add fields individually and as a group Move, size, and format control objects Change the tab order of fields Create tabbed pages in a form and insert a subform on each page Add and format a calculation to a custom form Group and ungroup multiple controls Adjust the alignment and spacing of controls Add graphics to a form Anchor a control to a position in the form Create a datasheet form Modify form properties to restrict actions allowed in records Create a blank form Add list and combo boxes to a form Sort records in a form and locate a record using a wildcard character Summary of Presentation Concepts