1. Chapter 18
Finalizing a Database

2. What’s Inside and on the CD?
In this chapter, you’ll learn how to manipulate a database to:
Create forms
Generate reports
Print reports
Convert reports into Web pages
Practical Computer Literacy, 2nd edition Chapter 18

3. How do I create a form using a Wizard?
Data can be displayed as a form
A form allows you to view one record at a time
Form Wizard helps you design a form which can be edited on-screen
Practical Computer Literacy, 2nd edition Chapter 18

4. How do I create a form using a Wizard?
Form Wizard – Which fields do you want on your form?
Usually, you will want to add all fields - Click button to add all fields
To add individual fields, select each and click button
Remove individual fields by clicking buttons.
Practical Computer Literacy, 2nd edition Chapter 18

5. How do I create a form using a Wizard?
Practical Computer Literacy, 2nd edition Chapter 18

6. How do I create a form using a Wizard?
Form Wizard – What layout would you like for your form?
You can experiment with layouts to see how they affect different types of data
Columnar places label next to field and lists fields in columns
Tabular puts field label at top of a column
Practical Computer Literacy, 2nd edition Chapter 18

7. How do I create a form using a Wizard?
Form Wizard – Step 2 Cont’d.
Datasheet layout resembles a spreadsheet
Justified layout displays fields across screen in rows with label above each field
Practical Computer Literacy, 2nd edition Chapter 18

8. How do I create a form using a Wizard?
Practical Computer Literacy, 2nd edition Chapter 18

9. How do I create a form using a Wizard?
Practical Computer Literacy, 2nd edition Chapter 18

10. How do I create a form using a Wizard?
Form Wizard –What style would you like?
Form style determines font, font color, and background for form
Choose an appropriate style
Preview area is useful for selecting a style
Practical Computer Literacy, 2nd edition Chapter 18

11. How do I create a form using a Wizard?
Practical Computer Literacy, 2nd edition Chapter 18

12. How do I create a form using a Wizard?
Form Wizard – What title do you want for your form?
After you enter a title, the Form Wizard closes, first record is displayed
Now you can use form to view, edit, or add records to table
Use navigation controls to move from one record to next and to add new records
Practical Computer Literacy, 2nd edition Chapter 18

13. How do I create a form using a Wizard?
Form is automatically saved
Changes you make automatically update table
Practical Computer Literacy, 2nd edition Chapter 18

14. How do I create a form using a Wizard?
To modify a form and layout, you must switch to Design View
To move a label and the associated data field:
move the pointer over the label until it changes to a four-headed arrow shape
drag label and data field to new location
Practical Computer Literacy, 2nd edition Chapter 18

15. How do I create a report using a Wizard?
Create a report to print your data
To create a report you specify which fields to include
Reports often include totals and subtotals and detailed information
Practical Computer Literacy, 2nd edition Chapter 18

16. How do I create a report using a Wizard?
Report Wizard – Which fields do you want on your report?
Click button to add individual fields
Click button to add all fields
Practical Computer Literacy, 2nd edition Chapter 18

17. How do I create a report using a Wizard?
Report Wizard – Do you want to add grouping levels?
Grouping level sorts records according to entries in group field
You might group a list of products by manufacturer, then group by item number
Practical Computer Literacy, 2nd edition Chapter 18

18. How do I create a report using a Wizard?
Practical Computer Literacy, 2nd edition Chapter 18

19. How do I create a report using a Wizard?
Practical Computer Literacy, 2nd edition Chapter 18

20. How do I create a report using a Wizard?
Report Wizard – What sort order and summary information do you want for detail records?
sort within a group by clicking the down arrow button
select field to sort
select Ascending or Descending button to change sort order
Practical Computer Literacy, 2nd edition Chapter 18

21. How do I create a report using a Wizard?
Report Wizard – How would you like to lay out your report?
Select an option button in the Layout section
Practical Computer Literacy, 2nd edition Chapter 18

22. How do I create a report using a Wizard?
Practical Computer Literacy, 2nd edition Chapter 18

23. How do I create a report using a Wizard?
Report Wizard – What style would you like?
Select the style that seems most suitable for your report
The preview area to the left of the list of styles is useful for selecting a report style
Practical Computer Literacy, 2nd edition Chapter 18

24. How do I create a report using a Wizard?
Report Wizard – What title do you want for your report
type name of report
Report is automatically saved
Report is displayed when you click Finish
Use scroll bars to view any pages not showing
Practical Computer Literacy, 2nd edition Chapter 18

25. How do I create a report using a Wizard?
Modify report layout at any time:
Right-click report name
Click Design View from shortcut menu
Use options on the Report Design Tools tabs
Use sizing handles to resize objects on report
To move object
Position pointer over object until it changes to a four-headed arrow
Drag to new location
Practical Computer Literacy, 2nd edition Chapter 18

26. Practical Computer Literacy, 2nd edition Chapter 18
How do I print a report?
Contents of report are automatically updated to reflect database contents each time you display or print report
The printed report is a snapshot
Include date and time report was printed to help determine if data is current
Practical Computer Literacy, 2nd edition Chapter 18

27. Practical Computer Literacy, 2nd edition Chapter 18
How do I print a report?
To add date or time as header:
Right-click report name in the Navigation Pane
Click Design View on the shortcut menu
Click the Date & Time button in the Design tab
Select the date and time formats
Click the OK button
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28. Practical Computer Literacy, 2nd edition Chapter 18
How do I print a report?
Move date and time fields to any location:
Select both fields by holding down Shift key while clicking each field
Move pointer over edge of fields until pointer changes to a four-headed arrow
Drag to desired location on report
Practical Computer Literacy, 2nd edition Chapter 18

29. Practical Computer Literacy, 2nd edition Chapter 18
How do I print a report?
Practical Computer Literacy, 2nd edition Chapter 18

30. Practical Computer Literacy, 2nd edition Chapter 18
How do I print a report?
Practical Computer Literacy, 2nd edition Chapter 18

31. How do I save a report as a Web page?
A report can be posted on the Web in HTML format
Be sure to select HTML Documents
Use a Web browser to preview the report
Practical Computer Literacy, 2nd edition Chapter 18

32. How do I save a report as a Web page?
As you make changes to database, posted Web page will reflect old data
Open report periodically and export it again as Web page
Practical Computer Literacy, 2nd edition Chapter 18

33. How do I save a report as a Web page?
Practical Computer Literacy, 2nd edition Chapter 18