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 Tools Covered in this Chapter AutoForm AutoFormat (predefined and custom) Calculated field Combo box (for locating a record) Command button Control Wizards

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Tools Covered in this Chapter (continued) Find tool Form properties Form Wizard Subform control Tab control Tab order

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 Level 1 Objectives: Developing Simple Forms to Facilitate Data Entry Design forms for efficient data entry Create simple forms for data entry and editing Develop a consistent user interface

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 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 7 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 8 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 9 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 10 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 11 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 12 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 13 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 14 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 15 Starting the Form Wizard

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 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 17 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 18 frmCustomer in Design View

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 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 20 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 21 Controls for Forms

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 22 Toolbox Tools for Forms

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 23 Toolbox Tools for Forms

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 24 Important Buttons on the Form Design Toolbar

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 25 Blank Form in Design View with Typical Sections

XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 26 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 27 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 28 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 29 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 30 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 31 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