1. MS Access
Forms, Queries, Reports
Matt Martin

2. Introduction What’s Access? A review.
Access is a relational database application designed to handle many thousands (or a few) records depending upon the user’s needs.
Access can carry out simple tasks such as listing a collection of names and addresses in a single table, or manage complex relationships between data that spans several tables.

3. Introduction 2
Database tables are collections or lists of records, each record holding individual pieces of information in fields.
As a Relational Database Management System (RDBMS), Access enables a user to create and maintain these tables, employing sophisticated, yet easy-to-use, tools to facilitate defining, constructing, and manipulating data.

4. Planning To plan a database you need to:
Decide what the database will be used for.
Determine what information you need, where this information will come from and how it will be entered into the database.
Determine the structure of the database and the relationships between the various tables.
Decide on the structure of the tables including field names, field types and input validation.
Decide which forms, reports and queries you will use.

5. RDB Objects
An RDB (what’s this TLA?) application is composed of (basic) database objects:
Tables
Forms
Queries
Reports

6. Tables 1 Filter & sort tables:
Records in a table are displayed in the order in which they were created (by default).
Access provides sorting and filtering features to assist you in organizing and delineating table data as the number of records increases.
Records can be sorted in either ascending (low to high) or descending (high to low) order based on a selected field.
When a table is closed, sorted or filtered records return to their original state.

7. Forms 1
Forms provide a user interface for database tables. They are used as the primary method of entering, editing, and displaying data contained in database tables.
While you can use the datasheet to perform many of the same functions, forms present information in an organized manner, thus enhancing data entry.
Forms are generally layout documents that combine graphic objects and table data.

8. Forms 2
Forms are layout documents that use special object types, called controls (buttons, etc.)to provide access to table data.
The controls are linked to specific fields in the underlying table. The controls allow you to modify the display of data and perform data entry.

9. Forms 3 Access supports three primary views for working with forms:
Form Design View, where the controls and layout can be modified, but the table data is not displayed.
Form View, where controls linked to table fields display the field’s value for the current record.
Datasheet View, where you can work directly with the table used by the form.

10. Forms 4
Use a Form Wizard
The Form Wizard can assist you in constructing basic form layouts. Instead of constructing a form manually, you can use the Form Wizard to quickly produce a basic form layout.
The Form Wizard allows you to define the underlying table(s), field inclusion, and basic layout schemes. You can quickly create and link controls to an underlying table.
You can customize the form in Form Design View after running the Wizard.

11. Queries 1
Access uses a query to extract information from a database table. You construct a query using a design grid.
Queries are designed and executed from the Query window.
The window consists of two panes:
Top pane: displays the field-list boxes and any relationships or links between tables.
Lower pane: contains the design grid and is used to specify the fields, sort order, and search criteria. Search criteria must be specified within the column of the field the criteria will test. Query criteria can be a string, numbers or a range of values.

12. Queries 2
Access displays the results of a query in a layout called a dynaset, which is a temporary list of records that match the current query.
Dynasets are linked to the tables used to create them. If you change the value of a field in a dynaset, the corresponding field in the underlying table is changed.
As the data in a dynaset’s base table change, so does the dynaset
You can save the query and its specifications, but you cannot directly save a dynaset as a database table

13. Reports 1
A report is a design document that displays formatted data from one or more database tables. Reports are designed for printing and distribution to an audience.
Reports are used to summarize large quantities of data into meaningful information using calculations, record lists, totals, and other reports objects.
Reports produce paper forms such as invoices and inventory lists.

14. Reports 2
Access provides several Report Wizards to assist you in the construction of reports. Report Wizards prompt you for basic information about the report, and then create a basic report layout.
Access permits you to view and modify the results of a Report Wizard just as you would do for an report created manually. You can use the tools supported by Report Design View to move, insert, and modify objects to customize the report.

15. Reports 3
Reports have a Design View and a Run View. Reports are designed under the assumption that the data and formatting will be printed. Access supports a Print Preview that allows you to insect the report before printing it.
Reports can be based on either a database table or the result of a query.