Microsoft Access Prepared by the Academic Faculty Members of IT

Forms Forms are used to improve the appearance of your data from your tables. You can display or print forms. Their main use is to improve the interface for data entry i.e. Onscreen. Graphics, colors, Shadings, and type styles can be added to access forms. Thus Access Forms remind you of paper form

Creating Forms Using Wizard Open Your Database (Contains Tables). Click Forms Tab >> Double click on Create Form by Using Wizard. The Form Wizard Dialog Box will appear. Choose the Table you want from Table/Query box.

Creating Forms Using Wizard To add a field to your Query >> Select the field you want from Available Fields list. Then Click the single arrow button (>). If you want to add all the fields >> Click the double arrow button (>>). The lower two arrow buttons give you the ability to move one or all the fields back (remove them from your query). After selecting the fields you want >> Click Next button.

Creating Forms Using Wizard A new window will appear to give you the ability to choose the Layout you want (Check the different options). Select the Layout you want >> Click Next. A dialog box will appear to ask you to create a title to your form. Enter title >> Click Finish.

Changing Form Layout Forms consist of 3 Sections: 1) Form Header and Footer. 2) Details. 3) Page Header and Footer.

Form Header and Footer This section contains Information that appear at the top and the bottom of a form, in Form View, or printed paper such as, date, Logo and title.

Details This section contains the main body of the form (The data to be displayed). Also, it contains Controls which cause the detailed data to be displayed.

Page Header and Footer This section contains information that will appear at the top and bottom of each page when printed. They do not appear in Form View

Changing Form Layout Go to Design View Control Tool Box appears where you can apply different changes. Also you can change the Layout by drag and drop.

AutoForms AutoForms are best when you don't need to make many choices. If your new form will contain all the fields from a table or query, and you don't need much control over the form's appearance, an AutoForm is simply perfect. Unlike the Form Wizard, an AutoForm doesn't ask you questions or offer you choices. Creating an AutoForm is a two-step process. Pick a type of AutoForm, pick a table or query, and Access does the rest.

AutoForms There are several types of AutoForm, but the two shown here are all you need to know about now. AutoForm: Columnar shows records one at a time, with each field on a separate labeled line. AutoForm: Tabular shows all records at once, with each field shown for each record, and field labels at the top of the form.

AutoForms To start working with an AutoForm, Click Create Tab >> Forms Group >> Click Form Button

Forms Also Form be created through the following steps: Click Create Tab >> Forms Group >> Click Form Design Button Click Create Tab >> Forms Group >> Click Blank Form Button choose the files you wan from the pane on the right hand side of the window.

Queries Queries are used to specify which fields of a table will be displayed. Hence, you can control the information that will be presented.

Creating a New Query Open Database Window >> Select Queries Tab >> go to other group >> click on Create Query by Using Wizard. The query Wizard dialogbox appears >> Select the table you want to create the query for Select the fields from the table that will be used in the query.

Creating a New Query Click Next Button >> you will be asked to give your query a name >> Click Finish Button. Also you can create query through the following steps: Open Database Window >> Select Queries Tab >> go to other group >> click on Query Design Button >> Select the fields and tables you want

Query Design View If you need to modify a query you must go to the Design View. The rows that will appear in the design View will give you the ability to refine your query.

Query Design View You have the following options: 1) Fields: Shows the fields you want to add or include in your query. Table: When dealing with multiple table this option is used to show to which table a field/fields belong to. Sort: To sort the table that results from the query in ascending or descending order

Query Design View Show: To specify whether you want to display the field in the resulting table. Criteria: To set a criteria in order to decide on which tables to be displayed in the resulting table. Or: To specify another Criteria.

Reports Reports are used to summarize, display and print data contained in a table.

Creating A Report Open Database window >> Click Report Tab >> go to Reports Group >> click on Create Report by Using Wizard. In the Report Wizard Dialog Box 1) Select the table you want to be included. You can select the field >> click Next

Creating a Report A new dialog box appears where you can specify the grouping options you want >> Click next. In the next dialog box you can choose report layout >> Click next. Select report style >> Click Next. Choose a name for your report >> press Finish. The report will appear in Print Preview window

Auto Reports Open Database window >> Click Create Tab >> Go to Reports Group >> Press Report Button.

Reports A Blank report can be created through the following steps: Open Database window >> Click Create Tab >> Go to Reports Group >> Press Blank Report Button. A report Design can be created by following the steps below: Open Database window >> Click Create Tab >> Go to Reports Group >> Press Report Design Button.