1. Pasewark & Pasewark Microsoft Office XP: Introductory Course 1 INTRODUCTORY MICROSOFT ACCESS Lesson 3 – Creating and Modifying Forms

2. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 2 Objectives Create and use forms. Modify forms. Create a calculated control on a form. Compact and repair a database.

3. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 3 Terms Used in This Lesson Bound control Calculated control Detail Form header Form footer Unbound control

4. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 4 Creating Forms Form Wizard – makes the process easier by asking you detailed questions and then creates a form based on your answers. AutoForm feature – automatically creates a form that displays all the fields and records of a database table. See Figure 3-1 in student book, Forms can make entering and editing data easier

5. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 5 Using the Form Wizard Click the Forms button on the Objects bar. Click New and the New Form dialog box appears. Choose Form Wizard. Choose the fields you want to appear on the form. Choose the layout and style for the form. Name the form. See Figure 3-2 in student book, New Form dialog box

6. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 6 Using the AutoForm Feature Click the Forms button on the Objects bar. Click the New button and the New Form dialog box appears. Choose one of the five AutoForm options which describes the layout you want for the form. Specify the table to use for the form. The form is automatically created and displayed in the selected layout. See Figure 3-2 in the book, New Form dialog box

7. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 7 Using Forms Use the same navigation buttons as in Datasheet view. To add a new record, click the New Record button and key the new data in the fields. To edit a record, display the record and make the changes in the fields. No need to save--changes are saved automatically. To print, choose Print on the File menu and select the Print Range options.

8. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 8 Modifying Forms Make changes to a form in Design view. A form in Design view is divided into 3 sections: a Form header, Detail section, and Form footer. See Figure 3-12 in student book, Design view

9. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 9 Modifying Forms The Toolbox has controls you can use to modify and enhance the sections in a form: Bound control - connected to a field in a table and is used to display, enter, and update data. Unbound control - not connected to a field and is used to display information, lines, rectangles, and pictures. See Figure 3-13 in student book, Toolbox.

10. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 10 Working with Calculated Controls A calculated control on a form uses an expression to generate the data value for a field. To create a calculated control, open the Properties dialog box. In the Control Source text box, key the expression for calculating the field value. Open the form and the value is calculated for each record. See Figure 3-21 in student book, Text box properties dialog box

11. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 11 Compacting and Repairing a Database Compacting rearranges how the database is stored and optimizes the performance of the database. Choose Database Utilities on the Tools menu. Click Compact and Repair Database.

12. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 12 Summary Forms can be created in Design view by placing fields on a blank form; using a Form Wizard, which makes the process easier by asking questions and creating the form from your answers; or using AutoForm, which automatically creates a form that displays all the fields and records of the database table. You make changes to a form using Design view, which shows the structure of the form. A form in Design view is divided into 3 sections: a Form header, Detail section, and Form footer.

13. Access – Lesson 3 Microsoft Office XP: Introductory Course Pasewark & Pasewark 13 Summary The Toolbox has controls that you can use to modify and enhance the sections in a form. There are three types of controls: bound, unbound, and calculated. A bound control is connected to a field in a table and is used to display, enter, and update data. An unbound control is not connected to a field. A calculated control on a form uses an expression to calculate the data value for a field. Compacting rearranges how the database is stored and optimizes the performance of the database.