1 Access Lesson 2 Creating Queries, Forms, and Reports Microsoft Office 2010 Fundamentals Story / Walls

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 222 Objectives Create queries. Create and use forms. Modify the form’s design. Create reports. Modify and print reports. Sort and filter records.

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 333 Vocabulary filter form Form Wizard query Query Wizard record source report Report Wizard run select query simple form sort theme

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 444 Introduction When you create a query, form, or report, it is based on an existing object in the database, called the record source. The buttons you use to create database objects are located on the Create tab.

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 55 Creating Queries A query is a database object that is based upon a specific question you ask about the data in the database. A select query simply retrieves specific data out of a record source for you to use. The Query Wizard is an Access tool that guides you through the process of creating a query. 5

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 66 Creating Queries (continued) When you run a query, you give instructions to display the records and fields you asked to see when you designed the query. When you save a query, you are actually saving the design of the query, not the query results. The most commonly used query views are Datasheet view and Design view. 6

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 77 Creating Queries (continued) Query results are displayed in Datasheet view. 7

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 88 Creating and Using Forms An Access form is an object that you use to enter new records into the database, or to edit data in existing records. Tools for creating different types of forms are accessible from the Create tab on the Ribbon, in the Forms group. 8

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals Creating and Using Forms (continued) Creating a Simple Form Using the Form Tool: The Form tool creates a simple form that includes all the fields from the selected record source. 999

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals Creating and Using Forms (continued) To change views, click the View button arrow in the Views group on the Form Layout Tools Format tab or on the Home tab. 10

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 11 Creating and Using Forms (continued) Saving Forms: Click the Save button on the Quick Access Toolbar to display the Save As dialog box. Using the Form Wizard: The Form Wizard is an Access tool that guides you through the process of creating a form. 11

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 12 Modifying the Form’s Design You can modify a form to fit your needs using Layout view or Design view. A theme is a set of predesigned formatting elements that can be applied to quickly give your forms a professional and consistent look. You can also modify a form by moving, adding, or deleting fields. 12

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals Creating Reports 13 A report is a formatted display or printout of the contents of one or more tables in a database. Tools for creating different types of reports are in the Reports group of the Create tab. Using the Report Button: Use the Report button to quickly create a simple report that includes all the fields from the underlying table.

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 14 Creating Reports (continued) Saving Reports: Click the Save button on the Quick Access Toolbar to display the Save As dialog box. Using the Report Wizard: The Report Wizard is an Access tool that guides you through the process of creating a report. 14

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 15 Modifying and Printing Reports You can modify a report to fit your needs using Layout view. You can easily change the appearance of a report by using a theme. You can also modify a report by moving, adding, or deleting fields. Reports can be printed from any view or even while closed. 15

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals Modifying and Printing Reports (continued) Before printing a report, you should preview it in the Print Preview window. 16

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 17 Sorting and Filtering Records The commands to sort and filter data are located on the Home tab in the Sort & Filter group. 17

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 18 Sorting and Filtering Records Sorting Data: When you sort data, Access rearranges selected data alphabetically, numerically, or chronologically. You can sort data in Form view of a form, in Layout view of a report, or in Datasheet view of a query or table. 18

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals Sorting and Filtering Records (continued) Using AutoFilter: A filter helps find data that meets certain criteria or a specific set of conditions. 19

Access Lesson 2 Story / WallsMS Office 2010 Fundamentals 20 Summary In this lesson, you learned: The process of creating a query. Ways to create and use different forms. How to modify a form’s design. Ways to create reports. How to modify and print reports. To sort and filter records. 20