XP
Chapter 4
Collecting Data for Well-Designed
Forms
“Making good decisions is a crucial skill at every level.”
—Peter Drucker
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Access 2003: A Problem-Solving Approach
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Chapter Introduction
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Automate process of acquiring data needed for dayto-day operation of business
Forms can show only one record at time
 Provide many advantages to database users
 Flexibility for users and designers
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Consist of one or many pages
Design all forms in a database to create consistent
look and feel
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Access 2003: A Problem-Solving Approach
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Tools Covered in this Chapter
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AutoForm
AutoFormat (predefined and custom)
Calculated field
Combo box (for locating a record)
Command button
Control Wizards
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Access 2003: A Problem-Solving Approach
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Tools Covered in this ChapterXP
(continued)
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Find tool
Form properties
Form Wizard
Subform control
Tab control
Tab order
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Level 1 Objectives:
XP
Developing Simple Forms to
Facilitate Data Entry
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Design forms for efficient data entry
Create simple forms for data entry and editing
Develop a consistent user interface
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Access 2003: A Problem-Solving Approach
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Designing Forms for Efficient Data
Entry
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Electronic form
 Object used to enter update and print records
 Present records in format that makes data easy to
enter and retrieve
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Guidelines for designing electronic forms:
 Provide meaningful title
 Organize fields logically
 Use appealing form layout
 Include familiar field labels
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Access 2003: A Problem-Solving Approach
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Designing Forms for Efficient Data
Entry (continued)
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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
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Before creating form in Access
 Sketch on paper
 Verify database integrity
 Test tables and relationships
 Examine and enter sample data
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Comparing a Well-Designed Form
with a Poorly Designed Form
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Access 2003: A Problem-Solving Approach
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Verifying Database Integrity
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Accurate data
 Major goal in every database
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Errors can be prevented by the design of database
 All IDs created with AutoNumber field type
 Prevent manual entry of these fields
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Examine each table in design view
 Verify that field properties in place
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Test
 Format masks
 Relational integrity
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Access 2003: A Problem-Solving Approach
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Examining and Entering Data
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Enter data into records using
 Table’s datasheet view
 Using form that includes fields from one or more tables
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Most Access database applications use forms for
data entry
 After database released for regular business use
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating Simple Forms for Data
Entry and Editing
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Access provides many ways to create forms
 Options for creating simple forms
• AutoForm wizard
• Form wizard
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Access 2003: A Problem-Solving Approach
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Creating a Form Using an
AutoForm Wizard
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XP
Click new object AutoForm button
 On table datasheet toolbar
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Access creates form by
 Arranging all fields in table in columnar format
 Displays first record in form window
 Converts subdatasheet into subform
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Move from one field to next
 Press Tab key
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating a Form Using an XP
AutoForm Wizard (continued)
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Move from one record to another
 Click buttons on navigation bar at bottom of main form
 Data in subform changes
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Access 2003: A Problem-Solving Approach
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Using the Form Wizard
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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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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Starting the Form Wizard
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Select the Fields you Want toXP
Show on the Form
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Access 2003: A Problem-Solving Approach
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Developing a Consistent UserXP
Interface
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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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Access 2003: A Problem-Solving Approach
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frmCustomer in Design View
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Access 2003: A Problem-Solving Approach
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Examining a Form in Design View
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Record source
 Underlying object
 Provides fields and data in form
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Bound form
 Displays data from fields in record source
 Type for data-entry forms
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Unbound forms
 Do not have record source
 Designed to help users navigate through database
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Access 2003: A Problem-Solving Approach
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Examining a Form in Design View
(continued)
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Link form to record source
 Using design elements called controls
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Work with form in design view
 Manipulate controls
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Place control on form
 Use toolbox toolbar
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Detail section for main body of form
 Displays records and contains all bound controls
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Controls for Forms
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Toolbox Tools for Forms
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Toolbox Tools for Forms
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Important Buttons on the FormXP
Design Toolbar
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Access 2003: A Problem-Solving Approach
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Blank Form in Design View with
Typical Sections
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Access 2003: A Problem-Solving Approach
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Examining a Form in Design View
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Form header
 Displays information that always appears on form even
when records change
 Top of screen
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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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Access 2003: A Problem-Solving Approach
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Examining a Form in Design View
(continued)
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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
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Grid
 Form background
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Access 2003: A Problem-Solving Approach
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Customizing the Style of a Form
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AutoFormat
 Predefined design to apply to form
 Includes
• Styles
• Options such as font, color, and border
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Adding a Title to a Form
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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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Access 2003: A Problem-Solving Approach
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Saving a Custom Style as an XP
AutoFormat
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Open AutoFormat dialog box
 Click customize button to create AutoFormat
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Level 1 Summary
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Forms provide easy to use interface
 Normally used in production databases to access/edit
data
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Create using
 AutoForm wizard
 Form wizard
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Use AutoFormats to customize form appearance
 Create custom AutoFormats
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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