ACCESS – CHAPTER 4
ZNANATEJ PANGA
Znanatej.panga@mail.wvu.edu
October 27, 2014
ANNOUNCEMENTS
Upcoming Significant Dates:
• 10.31.2014 – Homework #4 Due
• 11.03.2014 – MyITLab Lesson D due
• 11.07.2014 – Homework #5 Due
2
AGENDA
• Forms
• Reports
3
FORMS
4
FORMS
• A form is a database object that is used to add data into
or edit data in a table.
• Reasons to use forms :
– You are less likely to edit the wrong record by mistake.
– You can create a form that shows data from more than one
table simultaneously.
– You can create Access forms to match paper forms.
5
FORM TOOLS
• The Form tool is used to create data entry forms for
primary tables.
• 16 different ways
– Create –> Forms group
->Form
->Form Design
->Blank Form
->Form Wizard
6
CREATE FORM
• Form
– Creates a form for the currently selected table
• It will also include a subform for any table that has a foreign key that is
related to the main table
• Form Design
– Creates a new, blank form in design view
• Design view allows you to add labels and fields and place them how
you would like
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CREATE FORM
• Blank Form
– Creates a new, blank form in layout view
• Layout view allows you to add labels and fields, but it automatically
places them based on the style
– Layouts
• Stacked layout form
– displays fields in a vertical column
– displays one record at a time.
• Tabular layout form
– displays records horizontally
– data values in rows under the labels.
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CREATE FORM
• Form Wizard
– Create a form using any combination of fields from any number
of tables
• Allows you to select how to group things for subforms
• Split Form
– combines two views of the same record source - one section is
displayed in a stacked layout and the other section is displayed
in a tabular layout.
– splitter bar divides the form into two halves.
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CREATE FORM
• Multiple Items Form
– Displays multiple records in a tabular layout similar to a table’s
Datasheet view.
– Gives you more customization options than a datasheet
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CREATE FORM
• Datasheet Form
– A replica of a table or query’s Datasheet view except that it still
retains some of the form properties.
– Can add field from multiple tables
11
MODIFY FORM
•
•
•
•
•
Add a field
Delete a field
Layout control
Add theme
Change or remove sorting
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FORM SECTION
• The Form Header section displays at the top of each
form.
• The Detail section displays the records in the form’s
record source.
• The Form Footer section displays at the bottom of the
form.
13
REPORTS
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REPORT
• A printed document that displays information from a
database in a format that provides meaningful information
to its readers.
15
CREATING REPORTS USING REPORT
TOOLS
• Access Report Tools to create
reports
–
–
–
–
–
Report Tool
Report Design
Blank Report
Report Wizard
Labels Tool
• Modify existing report
by using:
– Layout View
– Design View
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• Report tool - Instantly create a tabular report
based on the table or query currently selected.
• Report Design tool or the Blank Report tool To create a new blank report in which you can
add your own fields and controls manually.
• Report Wizard - will take you through a series
of questions and help you create a report based
on your answers.
• Labels tool - To create a page of labels using
the preformatted templates provided by Access.
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REPORT TOOL
Report
created with
the Report
tool
Information
is presented
in tabular
format
18
REPORT WIZARD
• Report Wizard asks questions
– Uses 6 dialog boxes to collect information
• Generates report based on answers
19
STARTING THE REPORT WIZARD
Select a
table or
query
Select fields
20
ADD GROUPING TO THE REPORT WIZARD
Access adds StudyID
automatically
Add a group
Select a field
to group by
Remove a group
21
ADD SORTING AND SUMMARY OPTIONS
Choose the sort fields
Choose Ascending or
Descending order
Click Summary Options to
add aggregate functions
22
CHOOSE THE LAYOUT OF THE REPORT
Choose the Orientation
Choose the Layout
Adjust field widths
so fields fit on one
page wide.
23
SAVE AND NAME THE REPORT
Type a report name
Click Preview the report
to see what the report
will look like
Click Finish to see a
preview of the report
24
PREVIEWING THE REPORT
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MODIFYING A REPORT
•
•
•
•
•
•
Add a Field to a Report
Delete a Field from a Report
Work with Report Layout Control
Adjust Column Widths in a report
Add a Theme to a report
Grouping/Sorting
26
IDENTIFYING REPORT SECTIONS
Report header
Page header
Detail
Page footer
Report footer
27
Questions
?