XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 Collecting Data for Well-Designed Forms Chapter 4 “Making good decisions is a crucial skill at every level.” —Peter Drucker

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 2 Chapter Introduction Automate process of acquiring data needed for day- to-day operation of business Forms can show only one record at time  Provide many advantages to database users  Flexibility for users and designers Consist of one or many pages Design all forms in a database to create consistent look and feel

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 Designing Forms for Efficient Data Entry Electronic form  Object used to enter update and print records  Present records in format that makes data easy to enter and retrieve Guidelines for designing electronic forms:  Provide meaningful title  Organize fields logically  Use appealing form layout  Include familiar field labels

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Designing Forms for Efficient Data Entry (continued) Guidelines for designing electronic forms:  Be consistent with terminology and abbreviations  Allow for convenient cursor movement  Prevent and correct errors  Include explanatory messages for fields Before creating form in Access  Sketch on paper  Verify database integrity  Test tables and relationships  Examine and enter sample data

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 Comparing a Well-Designed Form with a Poorly Designed Form

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 Verifying Database Integrity Accurate data  Major goal in every database Errors can be prevented by the design of database  All IDs created with AutoNumber field type  Prevent manual entry of these fields Examine each table in design view  Verify that field properties in place Test  Format masks  Relational integrity

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Examining and Entering Data Enter data into records using  Table’s datasheet view  Using form that includes fields from one or more tables Most Access database applications use forms for data entry  After database released for regular business use

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 Creating Simple Forms for Data Entry and Editing Access provides many ways to create forms  Options for creating simple forms AutoForm wizard Form wizard

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 Creating a Form Using an AutoForm Wizard Click new object AutoForm button  On table datasheet toolbar Access creates form by  Arranging all fields in table in columnar format  Displays first record in form window  Converts subdatasheet into subform Move from one field to next  Press Tab key

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 Creating a Form Using an AutoForm Wizard (continued) Move from one record to another  Click buttons on navigation bar at bottom of main form  Data in subform changes

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 Using the Form Wizard Specify field order Specify particular layout and style for form New form dialog box  Click Forms button on Objects bar  Click New button on Database Window toolbar  Click Form Wizard Select table

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 Starting the Form Wizard

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 Select the Fields you Want to Show on the Form

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 Developing a Consistent User Interface Forms in database share same design  Present consistent user interface  Users learn how to use forms once Apply what they learn to all forms in database

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 frmCustomer in Design View

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 Examining a Form in Design View Record source  Underlying object  Provides fields and data in form Bound form  Displays data from fields in record source  Type for data-entry forms Unbound forms  Do not have record source  Designed to help users navigate through database

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 17 Examining a Form in Design View (continued) Link form to record source  Using design elements called controls Work with form in design view  Manipulate controls Place control on form  Use toolbox toolbar Detail section for main body of form  Displays records and contains all bound controls

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 18 Controls for Forms

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 Toolbox Tools for Forms

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 20 Toolbox Tools for Forms

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 21 Important Buttons on the Form Design Toolbar

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 22 Blank Form in Design View with Typical Sections

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 23 Examining a Form in Design View Form header  Displays information that always appears on form even when records change  Top of screen Form footer  Displays information that always appears on form  Bottom of screen  Often contain Instructions for using form Buttons to perform actions

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 24 Examining a Form in Design View (continued) Page headers and footers  Display information at top or bottom of every page  Appear only when printing form by default  Headers Useful for column headings dates, and page numbers  Footers Display summaries and page numbers Grid  Form background

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 25 Customizing the Style of a Form AutoFormat  Predefined design to apply to form  Includes Styles Options such as font, color, and border

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 26 Adding a Title to a Form Open or enlarge form header or form footer  Drags bottom of section bar to increase height of section  Use label to create header/footer Adjust label properties

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 27 Saving a Custom Style as an AutoFormat Open AutoFormat dialog box  Click customize button to create AutoFormat

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 28 Level 1 Summary Forms provide easy to use interface  Normally used in production databases to access/edit data Create using  AutoForm wizard  Form wizard Use AutoFormats to customize form appearance  Create custom AutoFormats

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 29 Level 2 Objectives: Creating Forms that Use Fields From More than One Table Create multitable forms Improve navigation on forms Control form printing

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 30 Adding a Subform to an Existing Form Subform  Form embedded in another form Primary form  Called main form  Underlying table usually has one-to-many relationship with table underlying subform Main form and subform linked  Subform displays only records that related to current record in main form

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 31 Adding a Subform to an Existing Form (continued) Use Wizard to create subform  Access automatically synchronizes main form with subform  Only if tables containing fields for form related  Subform must also have field with same name or compatible data type and field size as primary key in table underlying main form Main form can have more than one subform Subform can also contain another subform

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 32 Modifying the Form Layout Select control  Eight handles appear on corners and edges  Upper-left corner is move handle  Other seven handles called sizing handles Resize control Move text box and attached label together  Select text box  Move pointer to anywhere on border except on move handle or sizing handle  Pointer changes to hand shape

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 33 Modifying the Form Layout (continued) Labels  Move with text field or independently  Edit text  Resize

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 34 Creating a Form from a Query User view  Custom form that shows only fields particular user wants  Might or might not be used for data entry  In some cases fields may be locked so all user can do is look at data Use Form Wizard to create form based on query  Access asks which table to view results by

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 35 Creating a Form from a Query (continued) Prevent editing  Set form properties to No Allow edits Allow deletions Allow additions Data entry

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 36 Adding Command Buttons to a Form Command buttons  Users click to perform common tasks Access provides collection of command buttons  Associated with actions  Can contain Text Standard icons available from Access Graphics

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 37 Adding Command Buttons to a Form (continued) Create  Using Command Button Wizard  By adding button to form then setting properties Be consistent when creating command buttons  Location on form  Order

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 38 Command Button Options

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 39 Adding an Unbound Graphic to a Form Insert image  Click image button on toolbox toolbar  Inserts graphic into form header  Move and resize as needed

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 40 Exploring Other Form Properties Open property sheet for form  Right-click form selector button in upper-left corner of form  Click properties on shortcut menu Common reason to use form properties  Decide to base form on different record source from one used to create form When using form to add data to underlying tables  Be sure to include primary and foreign key(s) fields in form

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 41 Common Form Properties

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 42 Common Form Section Properties

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 43 Controlling Form Printing Control form’s vertical spacing on printed page Include date and page number  Using Access-provided functions

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 44 Printing a Selected Record in Form View Print preview button  Preview form  See how it will print

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 45 Level 2 Summary Add subform to existing form Modify form layout Create form from query Create command buttons Modify form properties Print form  Use print preview

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 46 Level 3 Objectives: Creating Forms for Completing Daily Business Tasks Improve usability of forms Place calculations on forms Develop advanced forms

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 47 Improving the Usability of Forms Use form controls  Speed up process of locating particular record Include calculated control in form Create multiple-page forms Create forms with multiple subforms Learn about tab order Control focus in form to skip unbound controls

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 48 Locating a Record Quickly Find tool  Click field to search for particular value  Open find and replace dialog box  Enter value to match  Access searches for records that contain same value in selected field Combo box  Displays list of values  Users select one from list

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 49 Ways to Locate a Record

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 50 Locating a Record Quickly (continued) Use Control Wizard to add combo box to form Focus  Indicates control currently active and ready for user action Combo Box Wizard  Provides three options for listing values in combo box Look up values in table or query Let users type value Let users select value that Access matches to find record

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 51 Sorting the Contents of a Combo Box for Locating a Record Access sorts contents of combo box  Based on default sort order of record source Use control’s property sheet to specify sort order for record source Row source property  Indicates how Access should provide data to combo box  Provides build button to open SQL query builder window

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 52 Adding a Calculation to a Form Include calculated field on form  Create field in query  Use query as record source for form  Or add an unbound control that contains calculation directly to form Create unbound control  Text box button  Enter calculation

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 53 Streamlining the Main Pharmacy Processes in a Complex Form Process analysis  List steps and substeps employees perform  Indicate which database objects used to complete each task

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 54 Step 1: Registering New Customers or Confirming Customer Identity Usually completed by technician Uses command button wizard to add two command buttons to open associated forms

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 55 Step 2: Filling and Refilling Prescriptions Started by technicians Pharmacist must check for  Drug interactions  Confirm instructions and dosages

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 56 Creating Forms with Many Subforms Arrange fields in logical groups  According to how employees most often use them Click subform/subreport button  Start subform wizard Prevent data errors  Change properties of subform so it does not allow edits, deletions, or additions

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 57 Completed frmPrimaryActivity with Three Subforms

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 58 Creating Multipage Forms Using Page Break Too many fields to fit comfortably on one screen  Continue form onto additional page  Place page break in form  Page up or page down key moves from page to page

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 59 Creating Forms Using Tab Controls for Multiple Subforms Tab control  Add multiple subforms to form in compact way  Each subform has tab at top Layered one on top of other  Add first tab by clicking tab control button  Add additional tabs by Right-clicking blank spot in tab control Clicking insert page

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 60 Form with Tab Controls

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 61 Changing Tab Order and Tab Stop Form created with AutoForm or Form Wizard  Places fields in order they appear in table design After fields rearranged for more logical data entry  Form needs modification to arrange order of movement through fields  Called tab order Test each form by  Opening form  Pressing tab key to see if cursor stops in each field in appropriate order

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 62 Level 3 Summary Locate records using  Find tool  Combo box Add calculations to forms Create forms with multiple subforms Tab canvas Set tab order  After modifying field order on form

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 63 Chapter Summary Forms provide easy to use interface Create using Wizards Use subforms to display related data Create form from query Create command buttons Create forms that display large amount of data  Multiple subforms  Multiple pages  Tab canvases