1. Access Forms and Reports

3.  One way to start a form is to use the Form Wizard  Let’s create a form for our Real Estate database, for the Listings table (we’ll do a little bit of Activity 4 but not all of it)

4.  Now go back into Design View to edit the form  Resize windows  Move fields around  Many more properties / controls available

5.  Label controls – headings, labels, captions, instructions  Text box controls – data is displayed or entered here  Toggle buttons, option / radio buttons, check boxes  Option group – contains multiple toggle buttons

6.  List box – a pull down menu which is always down  Combo box – a pull down menu which you must pull down, and also lets you add an option that is not on the list  When working with forms, notice Table button (or Field List), Toolbox button, and Wizard button in Toolbox

7.  Let’s try another example  Create a form using Name text 50, Married Yes/No, Employed Yes/No, Home Owner Yes/No, City text 50, and State text 2  Make Name a text box, Married a toggle button, Employed a check box, Home Owner an option button, City a combo box, and State a list box

8.  Click on Field List button. If you can’t click on this, click on Properties and set Record Source to appropriate table  Click on Toolbox and make sure Wizard button is pressed  Click on ab|, then click and drag on Name field  Click on Toggle button, then click and drag on Married field  Now put a caption or a picture in the toggle button using Properties

9.  Pretty much everything in Access has a list of properties associated with it  To display properties, you can click on View  Properties from the menu bar  Or you can right click on an item  Let’s look at some properties

10.  Create form for main table  On toolbox, click on subform button (make sure the Wizard button is pressed)  Answer the wizard’s questions

11.  Note – if you change the data on the form, you are changing it in the database!  You can use the form for entering new data  You can create a form for a query and if you enter new data on the query form, it changes the data in the table!  Let’s stop here and try our activity

13.  A report has the following parts: ◦ Report header (one per report) ◦ Page header (one per page) ◦ Detail (each line of information) ◦ Page footer (one per page) ◦ Report footer (one per report)

14. ABC Monthly Report (page header) EmployeeIDExpenseJob Title(detail section) Jones123$134.40Engineer Smith234$333.22Programmer Zygote345$123.33Analyst April 19, 2007 (page footer)

15.  Use the Wizard to create a report  Here are the first questions:

16.  Do you want to group items in your report? For example, do you want to group by job title?

17.  Or maybe you want to group them by city?

18.  For the remaining fields, do you want them in any particular order?

19.  Finally, do you want a total of all salaries?  Click on Summary Options and get this:

20.  What kind of report layout would you like?

21.  Finally, you may have to go into Design View to “clean up” the report

23.  Using the Real Estate database, create a report which uses the fields from the Listings table and includes the Listing Number, Address, City, Frame Type and Taxes. Group by City. Total the Taxes.  Let’s say the report is done but now you want to add the average of all taxes to the report footer? How do we do that?