CREATING FORMS AND REPORTS By: Dr. Ennis-Cole. OBJECTIVES: Create and change a form with the Wizard Navigate and find data using a form Preview and print.

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Presentation transcript:

CREATING FORMS AND REPORTS By: Dr. Ennis-Cole

OBJECTIVES: Create and change a form with the Wizard Navigate and find data using a form Preview and print selected form records Maintain table using a form Create a form with a main form and a sub- form Create a report using the Report Wizard Inserting a picture, Previewing & Printing

THE FORM WIZARD: Allows you to choose some or all of the fields in the selected table or query Click Forms, New button Click Form Wizard, click OK To change a form’s Autoformat, Display the form in Design view Click the AutoFormat button, in the list box, Click the AutoFormat you want! Refer to Figures 4-1 to 4-5

NAVIGATING A FORM: In order to maintain and view data using a form, you must know how to move around Use the Tab & End Keys Press the Home Key to move back Press Ctrl+End to move to the last record Click the Previous Record Click the First Record and the Next record buttons

FINDING DATA USING A FORM: The Find command allows you display only those records you want to view On a datasheet click anywhere to select Click the Find button on the toolbar to open In the Find What text box, type the field value you want to find Complete the remaining options Click the Find Next button to continue Click the Cancel button to stop the search

PREVIEWING AND PRINTING: Access prints as many form records as can fit on a printed page You can also print the currently selected form record: –Click the Print Preview button –Click the Maximize button –Click the Zoom button –Click the Restore button and click Close –Click File, Print, Selected records, OK

MAINTAINING TABLE DATA Maintaining data using a form is often easier than using a datasheet You can concentrate on all the changes to one record at one time Refer to Figure 4-13 To Delete, Click Find button, Delete record Refer to Figure 4-14 for adding a record

CREATING MAIN FORMS AND SUBFORMS To create a form based on two tables, you must first define a relationship between the two tables Click New button in the selected Forms object Click Form Wizard, select Customer and OK Click CustomerNum Repeat the above for other fields –Click the Tables/Queries list –Click Order.CustomerNum –Click the Next button Refer to Figures 4-15 & 4-16

CREATING A REPORT USING THE REPORT WIZARD You can create your own reports; use the Report Wizard The Report Wizard asks a series of questions and then creates a report based on your answers You can change the report’s design after you create it The set of field values for each order is called a detail record Refer to Figures 4-17 to 4-26

INSERTING A PICTURE IN A REPORT You can insert a picture to enhance the appearance of the report or form Sources of graphic images include Microsoft Paint, other drawing programs and scanners Click the Report Header Click Insert and then click Picture Refer to Figure 4-32 Click File, Print; Click the Close Button

CONVERTING ACCESS 2000 DATABASE TO ACCESS 97 Functionality of Access 2000 is lost - however, the database structure and data will be usable Procedure for Conversion: –Open it in the database window –Click Tools, Point to Database Utilities –Point to Convert database, and Prior Access Database Version, convert and Save.

CONVERTING FROM ACCESS 97 TO ACCESS 2000 The database will give you two options: –Convert the database to Access 2000 –Open the database in Access 97 –Select “Open” option so the database will be usable with both the Access versions

The End !