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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 Collecting Data for Well-Designed Forms Chapter 4 “Making good decisions is a crucial skill at every level.” —Peter Drucker
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 2 Chapter Introduction Automate process of acquiring data needed for day- to-day operation of business Forms can show only one record at time Provide many advantages to database users Flexibility for users and designers Consist of one or many pages Design all forms in a database to create consistent look and feel
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 Tools Covered in this Chapter AutoForm AutoFormat (predefined and custom) Calculated field Combo box (for locating a record) Command button Control Wizards
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Tools Covered in this Chapter (continued) Find tool Form properties Form Wizard Subform control Tab control Tab order
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 Level 1 Objectives: Developing Simple Forms to Facilitate Data Entry Design forms for efficient data entry Create simple forms for data entry and editing Develop a consistent user interface
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 Designing Forms for Efficient Data Entry Electronic form Object used to enter update and print records Present records in format that makes data easy to enter and retrieve Guidelines for designing electronic forms: Provide meaningful title Organize fields logically Use appealing form layout Include familiar field labels
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Designing Forms for Efficient Data Entry (continued) Guidelines for designing electronic forms: Be consistent with terminology and abbreviations Allow for convenient cursor movement Prevent and correct errors Include explanatory messages for fields Before creating form in Access Sketch on paper Verify database integrity Test tables and relationships Examine and enter sample data
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 Comparing a Well-Designed Form with a Poorly Designed Form
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 Verifying Database Integrity Accurate data Major goal in every database Errors can be prevented by the design of database All IDs created with AutoNumber field type Prevent manual entry of these fields Examine each table in design view Verify that field properties in place Test Format masks Relational integrity
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 Examining and Entering Data Enter data into records using Table’s datasheet view Using form that includes fields from one or more tables Most Access database applications use forms for data entry After database released for regular business use
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 Creating Simple Forms for Data Entry and Editing Access provides many ways to create forms Options for creating simple forms AutoForm wizard Form wizard
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 Creating a Form Using an AutoForm Wizard Click new object AutoForm button On table datasheet toolbar Access creates form by Arranging all fields in table in columnar format Displays first record in form window Converts subdatasheet into subform Move from one field to next Press Tab key
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 Creating a Form Using an AutoForm Wizard (continued) Move from one record to another Click buttons on navigation bar at bottom of main form Data in subform changes
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 Using the Form Wizard Specify field order Specify particular layout and style for form New form dialog box Click Forms button on Objects bar Click New button on Database Window toolbar Click Form Wizard Select table
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 Starting the Form Wizard
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 Select the Fields you Want to Show on the Form
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 17 Developing a Consistent User Interface Forms in database share same design Present consistent user interface Users learn how to use forms once Apply what they learn to all forms in database
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 18 frmCustomer in Design View
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 Examining a Form in Design View Record source Underlying object Provides fields and data in form Bound form Displays data from fields in record source Type for data-entry forms Unbound forms Do not have record source Designed to help users navigate through database
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 20 Examining a Form in Design View (continued) Link form to record source Using design elements called controls Work with form in design view Manipulate controls Place control on form Use toolbox toolbar Detail section for main body of form Displays records and contains all bound controls
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 21 Controls for Forms
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 22 Toolbox Tools for Forms
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 23 Toolbox Tools for Forms
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 24 Important Buttons on the Form Design Toolbar
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 25 Blank Form in Design View with Typical Sections
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 26 Examining a Form in Design View Form header Displays information that always appears on form even when records change Top of screen Form footer Displays information that always appears on form Bottom of screen Often contain Instructions for using form Buttons to perform actions
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 27 Examining a Form in Design View (continued) Page headers and footers Display information at top or bottom of every page Appear only when printing form by default Headers Useful for column headings dates, and page numbers Footers Display summaries and page numbers Grid Form background
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 28 Customizing the Style of a Form AutoFormat Predefined design to apply to form Includes Styles Options such as font, color, and border
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 29 Adding a Title to a Form Open or enlarge form header or form footer Drags bottom of section bar to increase height of section Use label to create header/footer Adjust label properties
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 30 Saving a Custom Style as an AutoFormat Open AutoFormat dialog box Click customize button to create AutoFormat
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XP Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 31 Level 1 Summary Forms provide easy to use interface Normally used in production databases to access/edit data Create using AutoForm wizard Form wizard Use AutoFormats to customize form appearance Create custom AutoFormats
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