DB Implementation: MS Access Forms

MS Access Forms: Purpose Data entry, editing, & viewing data in Tables Forms are user-friendlier to end-users than Tables.  “Window through which people see and reach the database” Forms enables the collection of accurate & complete data.  Guide users to enter data correctly  Include mechanisms that validate & facilitate data entry  Layout for optimum data entry  Check for missing/invalid/inconsistent data Forms can also be used  To collect user input for querying the database  To display navigation menus Database Design 2

MS Access Forms: Type Bound form  Bound to an underlying table or query  Derives data from and writes to the underlying table Unbound form  Not linked to table or query  e.g., SwitchBoard/navigation menu  e.g., Search interface Database Design 3

MS Access Forms: Views Form View  For entering & viewing data  Default view for the users Layout View  For making changes to the form design while viewing data  Useful for setting the size of controls  Supports limited design tasks Design View  For performing advanced form design tasks  More detailed view of form structure with a wider variety of controls Database Design 4

MS Access Forms: Controls Form Controls GUI object that displays data, perform action, enhance UI. Control Types Bound control Source data = a field in a table or query  For displaying values in table/query Unbound control Does not have source data  For displaying information, graphics &  To process user input  Calculated control Source data = an expression To display information calculated from underlying table/query or other controls Database Design 5

Form Controls: Basic Text Box Standard control for viewing & editing data Holds the content of a table/query field (or user input) Check Box, Option & Toggle Button Display On/Off, True/False, Yes/No values  Check Box = default control for Yes/No field Typically used in an option group Option Group Groups controls together in a frame  To allow only one selection in the group. The value of an option group can only be a number, not text. Command Button Execute an action or a set of actions Database Design 6 MS Access 2007: Text Box MS Access 2007: Check Box, Option & Toggle Button MS Access 2007: Command Button

Form Controls: List & Combo Box Display a list of choices to select from.  Can connect to existing data or use a fixed set of values List Box Several rows are visible at all times. User is limited to the choices given. → i.e., Cannot type in new values Combo Box List is hidden in the drop-down window User can enter values not in the list. → Text box + List box Database Design 7 MS Access 2007: List Box & Combo Box

Access Forms: Control Properties Format Properties Caption  Set the value of Label controls Visible  Show/hide a control Scroll Bars  Show/hide form’s scroll bars Record Selectors  Show/hide form’s record selector Navigation Buttons  Show/hide form’s navigation buttons Format  Set the display format (Text Box control) Database Design 8

Access Forms: Control Properties Data Properties Record Source  Specify whether form/subform is bound or unbound Control Source  Specify whether a control is bound, unbound, or calculated Locked  Yes to prevent data edit Enabled  No to stop responding to user interaction Event Properties  Set actions to perform by various event triggers Other Properties  Name  Set the name of a control  Pop Up  Yes to open a form as a pop-up window (stays on top of other windows)  Modal  Yes to open a form as a modal window (disables other windows). Database Design 9

Form Properties: Combo/List Box Format Properties  Column Count  Number of columns in the list  Column Widths  Column widths separated by semi-colon  Column Heads  Yes to display the column headings  List Rows  Max. number of rows to display  List Width  Total width of the list Data Properties  Row Source  Source of the list data  Row Source Type  Table/Query, Value List  Bound Column  The column whose value will be returned/used  Limit To List  No to allow the user to enter a value not in the list Database Design10

Form How-To : Form Creation Form Tool Create a form using the Form Tool → Places all the fields from table/query on the form with a single mouse-click.  The form is created with the Stacked Control Layout by default.  Click Remove in Control Layout group of the Arrange tab to undo the control layout. 1. In the Navigation Pane, click the data source for the form (i.e., table/query) 2. On the Create tab, click Form in the Forms group Database Design 11

Form How-To : Form Creation Form Wizard Create a form using the Form Wizard → Place selected fields from table/query on the form in a controlled fashion. 1. On the Create tab, click Form Wizard in the Forms group 2. Follow the directions on the pages of the Form Wizard. Database Design 12

Form How-To : Form Creation Split Form Tool Create a split form by using the Split Form Tool → Display a Form view & a Datasheet view at the same time. 1. In the Navigation Pane, click the data source for the form (i.e., table/query) 2. On the Create tab, click More Forms & then Form Wizard in the Forms group Database Design 13

Form How-To : Form Creation Multiple Items Tool Create a split form by using the Multiple Items Tool → Create a customizable form that displays multiple records. 1. In the Navigation Pane, click the data source for the form (i.e., table/query) 2. On the Create tab, click More Forms & then Multiple Items in the Forms group Database Design 14

Form How-To : Form Creation Form Design Tool Create a form using the Form Design Tool → Create a form from scratch by selecting fields from the Field List. 1. On the Create tab, click Form Design in the Forms group 2. Select a table/query in the Record Source property (Data tab of Property Sheet) 3. Click Add Existing Fields in the Tools group on the Design tab 4. Drag form fields from Field List to the Form Design window Database Design 15

Form How-To : Tools Database Design 16 Design Tab Design Tab 1. Change Form Views (Form View, Layout View, Design View). 2. Place Form Controls on the form 3. Add existing fields to the form. 4. Set Control Properties. 5. Set the data entry sequence. Arrange Tab Arrange Tab 1. Apply/Remove Layouts (Stacked, Tabular). 2. Set Control size and spacing. 3. Align Controls. 4. Set Control order (front, back) Format Tab Format Tab → Format controls (font, color, fill, etc.)

Access Forms : Design Considerations Usability  Easy-to-understand → Visual guide to data entry sequence → Appropriate labels, formats, control tip text  Easy-to-use → Facilitate data entry  Option Group, Check Box  Combo Box, Default Value  Logical layout → Grouping, Tab Order → Consistent look Data Quality  Error-Trapping features → Input Masks → Validation Rules  Error-Reduction features → List box → Check box  Error-Checking queries → Null data check → Duplicate data check → Data inconsistency check Database Design17