Microsoft Access 2002

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Microsoft Access 2002

• Tutorial 4 Creating Forms and Reports

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Create a form using the Form Wizard

• You can create a form from scratch or you can
  create a form using the Form Wizard.
• The Form Wizard will lead you through a series of
  choices to help you develop the form based on a
  table or a query.
• You will need to select the type of layout you
  want for your form, the style of the form, and a
  name for the form.
• After you have selected the table or query on
  which the form will be based, you will select
  which field(s) will be used on the form.

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Open the Form Wizard dialog box
To open the Form Wizard, click Forms in the
Object Bar of the Database Window, click the New
button, and then click Form Wizard.
This figure shows the first Form Wizard Dialog
Box. In this dialog box you select a table or
query on which to base the form.
You then choose which fields you want to include
on the form.
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Use Form Wizard to choose a form layout
The second Form Wizard dialog box allows you to
choose a form layout.
Click an option button to select a layout type.
This panel shows a sample of the layout type you
have selected.
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Use Form Wizard to select a style for the form
The third Form Wizard dialog box allows you to
select a pre-formatted style for your form.
Click on a style to select it.
View a sample of the selected style here.
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The final Form Wizard dialog box
In the final Form Wizard dialog box, you specify
a name for your form.
You can elect to open the form to view data, or
to modify the forms design.
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Change a form's AutoFormat

• You may want to change the appearance of a form
  after it has been created with the Form Wizard.
• Clicking on the AutoFormat button and then make
  your selection.
• Click the button beside each format to view a
  sample of that particular format.
• Once you have decided on a format, click OK.

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A completed form created with the Form Wizard
To change the forms appearance, click the
AutoFormat button.
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The AutoFormat dialog box
See a sample of your selection.
Click an AutoFormat name in the formats window.
Select or deselect attributes using the check
boxes.
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Find data using a form

• You can navigate through all the records in a
  form, but you may want to find a particular
  record more quickly.
• The Find command allows you to specify the record
  you want to see and then will navigate directly
  to that record.
• To use the Find command
• Place your cursor in the form on the field for
  which you want to search
• Press the Find button and enter the value you are
  looking for
• The form will display the record(s) that match
  your Find criteria.

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Setting up a Find operation
Position the cursor in the EmployerID field, and
click the Find button.
Enter the search criteria here. Choose your
search options here.
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Using wildcard characters in a Find
You can enter an exact match for a Find, or you
can use any of the wildcard characters shown in
the figure if you want a range of values or if
you do not know the entire value you are looking
for.
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Preview and print selected form records

• Access allows you to print your forms.
• Each printout page will contain as many records
  as can fit on a page.
• You can specify how many records you want to
  print
• You can print just one record
• You can print a range of records
• You can print all the records

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The Print Preview window shows how form records
would look when printed
If you choose to print all the records, they will
be printed down the page as shown in this figure.
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Maintain table data using a form

• Not only can you view your data in a form, you
  can also make modifications to the data right in
  the form.
• Once you have navigated to the record you want to
  change, you can make your changes.
• When you move off the record, the changes are
  made directly to the table.
• Access will allow you to add, modify, and delete
  records in forms view.

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A form in editing mode
This figure shows a form in editing mode, meaning
that changes are being made to the data on the
form. When you edit data in a form, it updates
the underlying table as soon as you move to
another record.
It is important that the database location is
available throughout the time you are working
with the database. For example, if the database
is stored on a diskette, the diskette must be in
the drive at all times.
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Add and Delete records in Form view

• In addition to making changes to a record in the
  form, you can also delete an entire record.
• The deletion is made immediately and you will not
  be able to recover that record once it is deleted
  
• Always approach deletions of any kind with
  caution
• Records can be added using a form as well. To add
  a record
• Click the New Record button on the form view
  toolbar
• A blank form will appear. Enter the new data
  values for the new record

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Check the spelling of table data using a form

• You can use the Spelling feature of Access to
  check the spelling of the data in your table.
• The Spelling feature will look for any words that
  are not in the Access dictionary.
• The Spelling feature works exactly like the
  Spelling feature of other Microsoft applications.
• It is possible to change the way the Spelling
  feature works by changing its options in the
  Options dialog box.
• For example, you can choose another language for
  the Spelling feature
• You can also add words to the dictionary in the
  Options dialog box.

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The Spelling dialog box
When the spelling feature locates a word that is
not in its dictionary, it will display a dialog
box that looks like the figure below.
The word that is potentially in error is
displayed here.
Choose an alternate word or ignore the word.
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Spelling dialog box options

• Notice that the misspelled word is displayed in
  the top text box and some suggestions appear
  below the word. You can
• Select one of the suggestions
• Type your own change into the misspelled word box
• Chose to ignore the word
• Add the word to the dictionary
• If you press the Change button, the suggested or
  selected text will be placed in the document.
• If there is a word you use on a regular basis,
  consider pressing the Add button to add that word
  to the dictionary.

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Create a form with a main form and a subform

• You can create a form with a subform on two
  tables that have an established relationship.
• When the relationship between the tables is a
  one-to-many relationship, the main form will
  consist of data from the primary table and the
  subform will consist of data from the related
  table.
• By selecting two related tables in the Form
  Wizard, you can produce a form with a subform.
• The form with subform is a great way to display
  data for tables that have a one-to-many
  relationship.

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Form Wizard Form/Subform dialog box
Tables or queries used for the form and subform
display here.
Main form fields are shown here.
Subform fields are shown here.
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Form and subform data

• Notice in the following figure that the main form
  contains information about the employer whose ID
  is 10122.
• The data in the subform are positions that this
  particular employer has available.
• Also notice that you have two sets of navigation
  buttons. You can navigate the data for either
  form.
• The outer navigation buttons apply to the main
  form
• The inner navigation buttons apply to the subform

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An example of a Form with subform
The main form name appears in the title bar.
The subform.
The main form.
The subform navigation bar.
The main form navigation bar.
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Create a report using the Report Wizard

• You can easily create a formatted printout of
  data in table(s) in a database by using the
  Report Wizard.
• The Report Wizard will ask you a series of
  questions to help you format the report.
• Once the report has been created, either with the
  Report Wizard or your own design, you can change
  the design later.
• You will find that the choices you make in the
  Report Wizard are similar to the choices in the
  Form Wizard.
• Choices include grouping and sorting options, as
  well as report layout options. You can preview
  the report to view how it will look when printed.

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Grouping report data
You should decide how you want the report to be
grouped. This figure shows a sample report (in
the Report Wizard) that is grouped by the
Employer table.
The secondary table is the Position table. This
will develop a report where each employer's
position is grouped under that employer.
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Sorting report data

• You can sort the data on a particular field or on
  several fields.
• If you choose to sort on two or more fields, the
  grouping is in order as selected on the Sort
  Order portion of the Report Wizard.
• If you choose to sort on State and then on City,
  the report would be sorted on State and then
  within each State group, the data would be sorted
  on City

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The Report Wizard Sort dialog box
You can sort on multiple fields. Click the list
arrow for each list box to select the fields to
be used as sort keys.
You can choose ascending or descending order for
each sort field you select.
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Choose a report layout
Report Wizard will ask you to select the layout
of the report.
Click an option button for one of the layout
styles, and a sample appears in the pane on the
left.
You may want to try out several examples and view
the final report to see how each one looks you
can always change the layout of the report later.
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Insert a picture in a report

• You can insert a picture into a report to improve
  its appearance.
• The picture can be from scanned images, images
  created in Microsoft Paint, or a picture created
  in some other graphic program.
• Once the picture is inserted into the report, you
  can move it around and size it to your
  preference.

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Insert a picture

• The picture you insert must be created before you
  try to insert the picture.
• Be sure you know where the picture is located on
  your disk before you begin to insert the picture.
  To insert the picture
• Click Insert on the menu bar
• Select Picture from the drop-down menu
• Navigate to the location of the picture and
  select it
• Press the OK button to insert it

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Moving a picture in a report
This report shows a picture inserted into the
report. Notice that the figure indicates that
this picture is in the wrong place. Pictures are
easily moved around simply by selecting them with
the mouse and then dragging them to the desired
position.
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Preview and print a report

• Before printing the report, you can view it in
  Print Preview by pressing the Print Preview
  button.
• If the preview looks OK, you can print the
  report. To print the report
• Click the File menu, and then click Print
• In the Print dialog box you can
• Print the entire report
• Print a selected number of pages
• Set other printing options such as number of
  copies

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Preview your report before printing it
Use the Print Preview option to see if the report
is as you want it to be. If not, make your
changes and use Print Preview again.