ACCESS – CHAPTER 4 ZNANATEJ PANGA October 27, 2014

ANNOUNCEMENTS Upcoming Significant Dates: – Homework #4 Due – MyITLab Lesson D due – Homework #5 Due 2

AGENDA Forms Reports 3

FORMS 4

A form is a database object that is used to add data into or edit data in a table. Reasons to use forms : –You are less likely to edit the wrong record by mistake. –You can create a form that shows data from more than one table simultaneously. –You can create Access forms to match paper forms. 5

FORM TOOLS The Form tool is used to create data entry forms for primary tables. 16 different ways –Create –> Forms group ->Form ->Form Design ->Blank Form ->Form Wizard 6

CREATE FORM Form –Creates a form for the currently selected table It will also include a subform for any table that has a foreign key that is related to the main table Form Design –Creates a new, blank form in design view Design view allows you to add labels and fields and place them how you would like 7

CREATE FORM Blank Form –Creates a new, blank form in layout view Layout view allows you to add labels and fields, but it automatically places them based on the style –Layouts Stacked layout form –displays fields in a vertical column –displays one record at a time. Tabular layout form –displays records horizontally –data values in rows under the labels. 8

CREATE FORM Form Wizard –Create a form using any combination of fields from any number of tables Allows you to select how to group things for subforms Split Form –combines two views of the same record source - one section is displayed in a stacked layout and the other section is displayed in a tabular layout. –splitter bar divides the form into two halves. 9

CREATE FORM Multiple Items Form –Displays multiple records in a tabular layout similar to a table’s Datasheet view. –Gives you more customization options than a datasheet 10

CREATE FORM Datasheet Form –A replica of a table or query’s Datasheet view except that it still retains some of the form properties. –Can add field from multiple tables 11

MODIFY FORM Add a field Delete a field Layout control Add theme Change or remove sorting 12

FORM SECTION The Form Header section displays at the top of each form. The Detail section displays the records in the form’s record source. The Form Footer section displays at the bottom of the form. 13

REPORTS 14

REPORT A printed document that displays information from a database in a format that provides meaningful information to its readers. 15

CREATING REPORTS USING REPORT TOOLS Access Report Tools to create reports –Report Tool –Report Design –Blank Report –Report Wizard –Labels Tool Modify existing report by using: –Layout View –Design View 16

Report tool - Instantly create a tabular report based on the table or query currently selected. Report Design tool or the Blank Report tool - To create a new blank report in which you can add your own fields and controls manually. Report Wizard - will take you through a series of questions and help you create a report based on your answers. Labels tool - To create a page of labels using the preformatted templates provided by Access. 17

REPORT TOOL 18 Report created with the Report tool Information is presented in tabular format

REPORT WIZARD Report Wizard asks questions –Uses 6 dialog boxes to collect information Generates report based on answers 19

STARTING THE REPORT WIZARD 20 Select a table or query Select fields

ADD GROUPING TO THE REPORT WIZARD 21 Access adds StudyID automatically Add a group Select a field to group by Remove a group

ADD SORTING AND SUMMARY OPTIONS 22 Choose Ascending or Descending order Choose the sort fields Click Summary Options to add aggregate functions

CHOOSE THE LAYOUT OF THE REPORT 23 Choose the Orientation Choose the Layout Adjust field widths so fields fit on one page wide.

SAVE AND NAME THE REPORT 24 Type a report name Click Finish to see a preview of the report Click Preview the report to see what the report will look like

PREVIEWING THE REPORT 25

MODIFYING A REPORT Add a Field to a Report Delete a Field from a Report Work with Report Layout Control Adjust Column Widths in a report Add a Theme to a report Grouping/Sorting 26

IDENTIFYING REPORT SECTIONS 27 Report header Page header Detail Page footer Report footer