1. Office 2003 Post-Advanced Concepts and Techniques M i c r o s o f t Access Project 7 Advanced Report and Form Techniques

2. Access Project 7: Advanced Report and Form Techniques 2 Objectives Create a report in Design view Create queries for reports Add fields to a report Add a subreport to a report

3. Access Project 7: Advanced Report and Form Techniques 3 Objectives Modify a subreport Add a date Add a page number Create and print mailing labels

4. Access Project 7: Advanced Report and Form Techniques 4 Objectives Add command buttons to forms Modify VBA code associated with a command button Add a combo box to a form Modify properties of a combo box

5. Access Project 7: Advanced Report and Form Techniques 5 Creating Queries for the Report Open Microsoft Office Access 2003 and open the database, according to the instructions on pages AC 404 – AC 405 If necessary, in the Database window, click Tables on the Objects bar, and then click Trainer. Click the New Object button arrow on the Database window toolbar, and then click Query. Be sure Design View is selected, and then click the OK button. Maximize the window Right-click any open area in the upper pane, click Show Table on the shortcut menu, click the Client table, click the Add button, and then click the Close button in the Show Table dialog box. Resize the upper and lower panes of the window as well as the field lists so all fields appear

6. Access Project 7: Advanced Report and Form Techniques 6 Creating Queries for the Report Double-click the Trainer Number, First Name, and Last Name fields from the Trainer table. Double-click the Client Number, Name, Address, City, State, Zip Code, Client Type, Amount Paid, and Current Due fields from the Client table Close the query by clicking its Close Window button, and then click the Yes button to save the query. Type Trainers and Clients as the name of the query, and then click the OK button Click Course and then click the New Object button arrow on the Database window toolbar. Click Query. Be sure Design View is selected, and then click the OK button

7. Access Project 7: Advanced Report and Form Techniques 7 Creating Queries for the Report Right-click any open area in the upper pane, click Show Table on the shortcut menu, click the Course Offerings table, click the Add button, and then click the Close button in the Show Table dialog box. Resize the upper and lower panes of the window as well as the field lists so all fields appear. Double-click the Client Number and Course Number fields from the Course Offerings table. Double-click the Course Description field from the Course table, and then double-click the Total Hours and Hours Spent fields from the Course Offerings table Close the query by clicking its Close Window button, and then click the Yes button to save the query. Type Course Offerings and Courses as the name of the query, and then click the OK button

8. Access Project 7: Advanced Report and Form Techniques 8 Creating an Initial Report If necessary, in the Database window, click Queries on the Objects bar, and then click Trainers and Clients Click the New Object button arrow, and then click Report Be sure Design View is selected, and then click the OK button If necessary, maximize the window and dock the toolbox at the bottom of the screen

9. Access Project 7: Advanced Report and Form Techniques 9 Creating an Initial Report Be sure the field list appears. If it does not, click the Field List button on the Report Design toolbar Drag the bottom boundary of the field list down so all fields appear, and then move the field list to the lower-right corner of the screen by dragging its title bar Right-click any open area of the Detail section of the report Click Sorting and Grouping on the shortcut menu, and then click the down arrow in the Field/Expression box

10. Access Project 7: Advanced Report and Form Techniques 10 Creating an Initial Report Click Trainer Number, click the Group Header property box, click the Group Header property box arrow, and then click Yes Click the Keep Together property, click the Keep Together property box arrow, and then click Whole Group in the list of available values for the Keep Together property Click the Field/Expression box on the second row (the row under Trainer Number), click the down arrow that displays, and then click Client Number in the list of fields that appears Close the Sorting and Grouping dialog box by clicking its Close button

11. Access Project 7: Advanced Report and Form Techniques 11 Creating an Initial Report

12. Access Project 7: Advanced Report and Form Techniques 12 Adding Fields to the Report Drag the Trainer Number field to the approximate position shown on the next slide Release the left mouse button to place the field Use the same techniques to place the First Name and Last Name fields in the approximate positions shown on the next slide Adjust the positions of the labels to those shown in the figure. If any field is not in the correct position, drag it to its correct location. To move the control or the attached label separately, drag the large handle in the upper-left corner of the control or label Place the remaining fields in the positions shown on the next slide

13. Access Project 7: Advanced Report and Form Techniques 13 Adding Fields to the Report

14. Access Project 7: Advanced Report and Form Techniques 14 Saving the Report Click the Save button on the Report Design toolbar, and then type Trainer Master List as the report name Click the OK button

15. Access Project 7: Advanced Report and Form Techniques 15 Adding a Subreport Close the field list by clicking its Close button Be sure the Control Wizards tool is selected, click the Subform/Subreport tool, and then move the pointer, which has changed to a plus sign with a subreport, to the approximate position shown in Figure 7-10 on page AC 410 Click the position shown in Figure 7-10. Be sure the Use existing Tables and Queries option button is selected Click the Next button. Click the Tables/Queries box arrow

16. Access Project 7: Advanced Report and Form Techniques 16 Adding a Subreport Click Query: Course Offerings and Courses, and then click the Add All Fields button Click the Next button and then ensure the “Choose from a list” option button is selected Click the Next button and then type Course Offerings by Client as the name of the subreport Click the Finish button

17. Access Project 7: Advanced Report and Form Techniques 17 Adding a Subreport If necessary, maximize the window If the field list appears, click its Close button Drag the subreport to the approximate position shown on the next slide Close the report design by clicking its Close Window button. Click the Yes button to save the changes

18. Access Project 7: Advanced Report and Form Techniques 18 Adding a Subreport

19. Access Project 7: Advanced Report and Form Techniques 19 Modifying the Subreport Be sure the Reports object is selected, right-click Course Offerings by Client, and then click Design View on the shortcut menu that appears If necessary, maximize the window Drag the lower boundary of the Report Header section to the approximate position shown in Figure 7-17 on page AC 413 Delete the Client Number controls from both the Report Header and Detail sections Change the labels in the Report Header section to match those shown in Figure 7-18 on page AC 414. (To extend a heading over two lines, press SHIFT+ENTER)

20. Access Project 7: Advanced Report and Form Techniques 20 Modifying the Subreport Right-click the ruler in the position under the section selector for the detail section to select all the controls in the Detail section and to display the shortcut menu Click Properties on the shortcut menu Click the Can Grow property, click the arrow that appears, and then click Yes Click the Close button in the Multiple selection property sheet, and then close the subreport by clicking its Close Window button Click the Yes button to save the changes

21. Access Project 7: Advanced Report and Form Techniques 21 Modifying the Subreport

22. Access Project 7: Advanced Report and Form Techniques 22 Adding a Date Be sure the Reports object is selected, right-click Trainer Master List, and then click Design View on the shortcut menu Click Insert on the menu bar and then click Date and Time on the Insert menu Be sure that Include Date is checked and that Include Time is not checked. Be sure the date format selected is the first of the three options Click the OK button to add the date. Click the newly added Date control and point to the boundary but away from any of the handles. The pointer shape changes to a hand Drag the Date control to the position shown on the following slide

23. Access Project 7: Advanced Report and Form Techniques 23 Adding a Date

24. Access Project 7: Advanced Report and Form Techniques 24 Adding a Page Number Click Insert on the menu bar and then click Page Numbers on the Insert menu Be sure Page N, Bottom of Page [Footer], Right Alignment, and Show Number on First Page are selected Click the OK button to add a page number

25. Access Project 7: Advanced Report and Form Techniques 25 Creating Labels If necessary, in the Database window, click Tables on the Objects bar, and then click Client. Click the New Object button arrow on the Database window toolbar and then click Report Click Label Wizard and then click the OK button Ensure that English is selected as the Unit of Measure and that Avery is selected in the “Filter by manufacturer” box Click C2163 in the Product number list

26. Access Project 7: Advanced Report and Form Techniques 26 Creating Labels Click the Next button Click the Next button to accept the default settings Click the Name field and then click the Add Field button Click the second line in the label, and then add the Address field

27. Access Project 7: Advanced Report and Form Techniques 27 Creating Labels Click the third line of the label Add the City field, type, (a comma), press the SPACEBAR, add the State field, press the SPACEBAR, and then add the Zip Code field Click the Next button Select the Zip Code field as the field to sort by, and then click the Add Field button

28. Access Project 7: Advanced Report and Form Techniques 28 Creating Labels Click the Next button Ensure the name for the report (that is, the labels) is Labels Client Click the Finish button Close the window containing the labels by clicking its Close button

29. Access Project 7: Advanced Report and Form Techniques 29 Creating Labels

30. Access Project 7: Advanced Report and Form Techniques 30 Printing Labels If necessary, in the Database window, click the Reports object. Right-click Labels Client Click Print on the shortcut menu. If a warning message appears, click the OK button

31. Access Project 7: Advanced Report and Form Techniques 31 Adding Command Buttons to a Form Click Forms on the Objects bar, and then right-click Client Update Form Click Design View on the shortcut menu, and ensure the toolbox appears and is docked at the bottom of the screen. (If it does not appear, click the Toolbox button on the toolbar. If it is not docked at the bottom of the screen, drag it to the bottom of the screen to dock it there) If a field list appears, remove it by clicking its Close button Make sure the Control Wizards tool is selected and the window is maximized Click the Command Button tool and move the mouse pointer, whose shape has changed to a plus sign with a picture of a button, to the position shown in Figure 7-40 on page AC 424

32. Access Project 7: Advanced Report and Form Techniques 32 Adding Command Buttons to a Form Click the position shown in Figure 7-40 on page AC 424 With Record Navigation selected in the Categories box, click Go To Next Record in the Actions box Click the Next button Click the Text option button Next Record is the desired text and does not need to be changed, so click the Next button

33. Access Project 7: Advanced Report and Form Techniques 33 Adding Command Buttons to a Form Type Next Record as the name of the button Click the Finish button Use the techniques in Steps 3 through 7 on pages AC 424 through AC 426 to place the Previous Record button directly to the right of the Next Record button Click Go To Previous Record in the Actions box, and then type Previous Record as the name of the button Use the techniques in Steps 3 through 7 to place a button directly to the right of the Previous Record button

34. Access Project 7: Advanced Report and Form Techniques 34 Adding Command Buttons to a Form Click Record Operations in the Categories box. Add New Record is the desired action Click the Next button and then click Text to indicate that the button is to contain text. Add Record is the desired text Click the Next button, type Add Record as the name of the button, and then click the Finish button Use the techniques in Steps 3 through 7 to place the Delete Record and Close Form buttons in the positions shown on the following slide For the Delete Record button, the category is Record Operations and the action is Delete Record For the Close Form button, the category is Form Operations and the action is Close Form

35. Access Project 7: Advanced Report and Form Techniques 35 Adding Command Buttons to a Form

36. Access Project 7: Advanced Report and Form Techniques 36 Adding a Combo Box to a Form Make sure the Control Wizards tool is selected, click the Combo Box tool and then move the mouse pointer, whose shape has changed to a small plus sign with a combo box, to the position shown in Figure 7-46 on page AC 427 Click the position shown in Figure 7-46 on the previous page to place a combo box. Click the “Find a record on my form based on the value I selected in my combo box” option button Click the Next button, click the Name field, and then click the Add Field button to add Name as a field in the combo box Click the Next button

37. Access Project 7: Advanced Report and Form Techniques 37 Adding a Combo Box to a Form Point to the right boundary of the column heading Double-click the right boundary of the column heading to resize the column to best fit the data, click the Next button, and then type &Name to Find as the label for the combo box Click the Finish button. Position the control and label in the position shown on the following slide

38. Access Project 7: Advanced Report and Form Techniques 38 Adding a Combo Box to a Form

39. Access Project 7: Advanced Report and Form Techniques 39 Modifying the Add Record Button Click the View button on the toolbar to return to Design view Right-click the control for the Client Number field (the white space, not the label), and then click Properties on the shortcut menu Ensure the Name property is selected Use the DELETE or BACKSPACE key to erase the current value, and then type Client_Number as the new name

40. Access Project 7: Advanced Report and Form Techniques 40 Modifying the Add Record Button Click the Close button to close the Text Box: Client Number property sheet Right-click the Add Record button Click Build Event on the shortcut menu Make sure the window is maximized

41. Access Project 7: Advanced Report and Form Techniques 41 Modifying the Add Record Button Press the down arrow key four times, press the TAB key, and then type Client_Number.SetFocus as the additional statement Press the ENTER key Close the Microsoft Visual Basic - Ashton James College - [Form_Client Update Form (Code)] window Click the View button arrow on the toolbar, click Form View, and then click the Add Record button

42. Access Project 7: Advanced Report and Form Techniques 42 Modifying the Add Record Button

43. Access Project 7: Advanced Report and Form Techniques 43 Modifying the Combo Box Click the View button on the toolbar to return to Design view Right-click the Name to Find combo box (the white space, not the label), and then click Properties on the shortcut menu Note the number of your combo box, which may be different from the one shown in Figure 7-64 on page AC 437, because it will be important later Click the Row Source property Click the Build button

44. Access Project 7: Advanced Report and Form Techniques 44 Modifying the Combo Box Click the Sort row in the Name field, click the box arrow that appears, and then click Ascending Close the SQL Statement : Query Builder window by clicking its Close Window button Click the Yes button to change the property, and then close the Combo Box: Combo29 property sheet Right-click the form selector (the box in the upper- left corner of the form) Click Properties on the shortcut menu

45. Access Project 7: Advanced Report and Form Techniques 45 Modifying the Combo Box Click the down scroll arrow on the Form property sheet until the On Current property appears, and then click the On Current property Click the Build button and then click Code Builder Click the OK button Press the TAB key and then type Combo29 = Client_Number 'Update the combo box in the position shown in Figure 7-72 on page AC 440

46. Access Project 7: Advanced Report and Form Techniques 46 Modifying the Combo Box Click the Close button for the Microsoft Visual Basic – Ashton James College - [Form_Client Update Form (Code)] window, and then close the Form property sheet Right-click the Name to Find combo box and then click Properties on the shortcut menu Click the down scroll arrow until the Tab Stop property appears, click the Tab Stop property, and then click the Tab Stop property box arrow Click No, and then close the Combo Box: Combo29 property sheet

47. Access Project 7: Advanced Report and Form Techniques 47 Modifying the Combo Box

48. Access Project 7: Advanced Report and Form Techniques 48 Summary Create a report in Design view Create queries for reports Add fields to a report Add a subreport to a report

49. Access Project 7: Advanced Report and Form Techniques 49 Summary Modify a subreport Add a date Add a page number Create and print mailing labels

50. Access Project 7: Advanced Report and Form Techniques 50 Summary Add command buttons to forms Modify VBA code associated with a command button Add a combo box to a form Modify properties of a combo box

51. Office 2003 Post-Advanced Concepts and Techniques M i c r o s o f t Access Project 7 Complete