with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Introductory Chapter 14 Forms, Filters, and Reports

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall2 Objectives Create a Form Use a Form to Add and Delete Records Create a Form by Using the Form Wizard Modify a Form in Design View and Layout View Filter Records

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall3 Objectives Create a Report by Using the Report Tool Create a Report by Using the Blank Report Tool Create a Report by Using the Report Wizard Modify the Design of a Report Print a Report and Keep Data Together

with Microsoft Office 2007© 2008 Pearson Prentice Hall4 Create and Use a Form A form is an Access object in which fields are laid out in a visually attractive format. Forms display only one record at a time. New forms can be used immediately or can be modified. Records edited or created in a form automatically update underlying table or tables.

with Microsoft Office 2007© 2008 Pearson Prentice Hall5 Create and Use a Form Open table (data source). On Ribbon, click Create tab. In Forms group, click Form button to create a simple top-to-bottom format for form. To enter data, view must be changed to Form view.

with Microsoft Office 2007© 2008 Pearson Prentice Hall6 Create and Use a Form

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall7 Create a Form Access form –object with which you can enter, edit, or display data from a table or a query –used to control access to the data –some display one record at a time and are useful for data entry Simple forms created quickly with Form tool

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall8 Create a Form

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall9 Use a Form to Add and Delete Records Records can be located and deleted using a form. To prevent data errors a single-record form can be used to add and delete records. Forms are based on or bound to a table where the records are stored. –Data entered into a form can be viewed in the table and vice versa.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall10 Use a Form to Add and Delete Records

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall11 Use a Form to Add and Delete Records

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall12 Create a Form by Using the Form Wizard A form should be planned for the individuals entering or viewing the records. The Form Wizard will create a form quickly giving you more flexibility. You select: –fields to include –style to apply –layout

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall13 Create a Form by Using the Form Wizard

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall14 Create a Form by Using the Form Wizard

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall15 Modify a Form in Design View and Layout View You can modify forms in Design view and in Layout view. Design view provides a detailed structure of the form, but not the underlying data. Layout view provides a quick way to change the form’s design.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall16 Modify a Form in Design View and Layout View Design view sections –Form Header –Detail –Form Footer Each section is designated by a bar called a section bar.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall17 Modify a Form in Design View and Layout View Controls –Display data, perform actions, and enable you to view and work with information. –Text box control is the most commonly used. Bound controls display data from the underlying table. Unbound controls have no source of data.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall18 Modify a Form in Design View and Layout View Layout view –Used to change the form’s control layout, which is the grouped arrangement of controls on a form –Provides a quick way to add or move content

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall19 Modify a Form in Design View and Layout View

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall20 Filter Records Filtering records in a form –Displays only a portion (subset) of the total records based on matching specific values –Provides a quick answer –You can save results Filter By Selection command retrieves only the records that contain the value in the selected field.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall21 Filter Records

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall22 Filter Records Filter By Form command –Filters records in a form based on one or more fields –Can filter based on more than one value in the same field –Provides more flexibility than Filter By Selection when your answer requires matching multiple values

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall23 Filter Records

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall24 Create a Report by Using the Report Tool Report: a database object –Summarizes fields and records from table or query –Consists of information pulled from record source and report design Record source: the underlying data in tables and queries

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall25 Create a Report by Using the Report Tool Report tool –Fastest way to create a report –Generates a report immediately by displaying all the fields and records from the record source –Provides a way to look at the underlying data in an easy-to-read format –The report can be saved and then modified in Layout view or Design view

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall26 Create a Report by Using the Report Tool

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall27 Create a Report by Using the Blank Report Tool Blank Report tool –Provides the opportunity to create a report from scratch –Is an efficient way to create a report if you plan to include only a few fields

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall28 Create a Report by Using the Blank Report Tool

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall29 Create a Report by Using the Blank Report Tool

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall30 Create a Report by Using the Report Wizard The Report Wizard –Provides flexibility and control of content and design –Enables you to specify how data is grouped and sorted –Can use fields from multiple related queries or tables

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall31 Create a Report by Using the Report Wizard

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall32 Create a Report by Using the Report Wizard

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall33 Create a Report by Using the Report Wizard

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall34 Modify the Design of a Report Layout view –Change format of controls, add controls, remove controls –Change placement of controls in report

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall35 Modify the Design of a Report

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall36 Modify the Design of a Report Design view –Provides a more detailed view of the report’s structure –You can view the header and footer bands for the report, for the page, and for groups –Does not provide the underlying data

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall37 Modify the Design of a Report

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall38 Print a Report and Keep Data Together Preview the report before printing. –Ensure all labels and data are fully displayed. –Look for page breaks occurring in the middle of a group of data. –Where necessary, you can keep the whole group together on one page.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall39 Print a Report and Keep Data Together

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall40 Covered Objectives Create a Form Use a Form to Add and Delete Records Create a Form by Using the Form Wizard Modify a Form in Design View and Layout View Filter Records

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall41 Covered Objectives Create a Report by Using the Report Tool Create a Report by Using the Blank Report Tool Create a Report by Using the Report Wizard Modify the Design of a Report Print a Report and Keep Data Together