Microsoft
Office 2003
Advanced Concepts and
Techniques
Access Project 4
Reports, Forms,
and Combo Boxes
Objectives
•
•
•
•
•
Create a report using the Report Wizard
Use sorting and grouping in a report
Move controls
Change properties
Add totals and subtotals to a report
Access Project 4: Reports, Forms, and Combo Boxes
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Objectives
•
•
•
•
•
Align and format controls
Remove controls
Change labels and column headings
Use multiple tables in a report
Remove unwanted controls
Access Project 4: Reports, Forms, and Combo Boxes
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Objectives
• Understand report design considerations
• Use the Form Wizard to create a form
• Add a calculated field, combo boxes, and
a title to a form
• Understand form design considerations
Access Project 4: Reports, Forms, and Combo Boxes
4
Opening a Database
• Start Microsoft Office Access and open the
Ashton James College database, which
should be stored in the Data folder on your
C: drive
Access Project 4: Reports, Forms, and Combo Boxes
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Creating a Report
Using the Report Wizard
• If necessary, in the Database window, click
Tables on the Objects bar and then click Client
• Click the New Object button arrow on the
Database toolbar
• Click Report
• Click Report Wizard and then click the OK
button
• Click the Client Type field and then click the Add
Field button
Access Project 4: Reports, Forms, and Combo Boxes
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Creating a Report
Using the Report Wizard
• Using the same technique, select the Client
Number, Name, Address, City, Amount Paid, and
Current Due fields
• Click the Next button
• Click the Next button
• Click the Next button
• Select the Tabular layout and Portrait orientation.
Be sure the Adjust the field width so all fields fit
on a page check box is selected
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Creating a Report
Using the Report Wizard
• If Corporate is not already selected, click
Corporate to select it
• Click the Next button and then type
Client Account Summary as the
report title
• Click the Finish button
• Click the Close button in the window
containing the report to close the report
Access Project 4: Reports, Forms, and Combo Boxes
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Creating a Report
Using the Report Wizard
Access Project 4: Reports, Forms, and Combo Boxes
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Using Sorting and Grouping
• Click the Sorting and Grouping button on the
Report Design toolbar
• Click the down arrow in the Field/Expression
box, and then click the Client Type field in the list
• Click the Group Header property box, click the
Group Header box arrow, and then click Yes
• Click the Group Footer property box, click the
Group Footer box arrow, and then click Yes
Access Project 4: Reports, Forms, and Combo Boxes
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Using Sorting and Grouping
• Click the Keep Together property box, click
the Keep Together box arrow, and then
click With First Detail
• Click the second row in the
Field/Expression column, click the arrow,
and then select the Name field
• Close the Sorting and Grouping dialog box
by clicking its Close button
Access Project 4: Reports, Forms, and Combo Boxes
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Using Sorting and Grouping
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Moving a Control
• Click the Client Type
control in the Detail
section
• Point to the border of the
control, but not to a
handle. The mouse
pointer should change
shape to a hand. Once
you are pointing in the
correct position, drag the
control to the left edge of
the Client Type Header
section
Access Project 4: Reports, Forms, and Combo Boxes
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Changing the Can Grow Property
• Right-click below the section selector for the
Detail section
• Click Properties and then, if necessary, click the
All tab to ensure that all available properties
appear
• Click the Can Grow property, click the Can Grow
property box arrow, and then click Yes in the list
that appears
• Close the property sheet by clicking its Close
button
• Click the Print Preview button
Access Project 4: Reports, Forms, and Combo Boxes
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Changing the Can Grow Property
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Adding Totals and Subtotals
• Click the Close button on the toolbar to return to Design
view
• Click the Text Box tool in the toolbox, and then point to
and click the position shown in Figure 4-25 on page AC
209
• Type =Sum([Current Due]) in the control, and then
press the ENTER key
• Click the label to select it, and then press the DELETE
key to delete the label
• Use the Text Box tool to add a second control in the
position shown in Figure 4-29 on pace AC 210
Access Project 4: Reports, Forms, and Combo Boxes
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Adding Totals and Subtotals
• Type =Sum([Amount Paid]) in the
control, and then press the ENTER key
• Click the label to select it
• Click the label a second time to produce
an insertion point
• Use the DELETE or BACKSPACE key to
delete the Text21 (your number might be
different)
• Type Subtotal as the label
Access Project 4: Reports, Forms, and Combo Boxes
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Adding Totals and Subtotals
• Click outside the label to deselect the label
• Click the label a second time to select it
• Move the label to the position shown in Figure 431 on page AC 211 by dragging the Move
handle in the upper-left corner
• Use these techniques to add the controls in the
Report Footer second shown on the following
slide. The only difference is that the label reads
Grand Total: rather than Subtotal:. The
expressions in both labels are the same as the
expressions you entered earlier
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Adding Totals and Subtotals
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Aligning Controls
• Click the horizontal ruler above the Current Due
controls
• Click Format on the menu bar and then point to
Align
• Click Right on the Align submenu
• Click the Amount Paid control in the Page
Header section to select it
• Press and hold the SHIFT key and then click the
Amount Paid controls in the Detail, Client Type
Footer, and Report Footer sections to select
them
Access Project 4: Reports, Forms, and Combo Boxes
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Aligning Controls
• Click Format on the menu bar, point to
Align, and click Right on the Align
submenu
• Click the left ruler below the section
selector for the Client Type Footer section
• Click Format on the menu bar, point to
Align, and click Top on the Align submenu
• Use the same techniques to top-align the
controls in the Report Footer section
Access Project 4: Reports, Forms, and Combo Boxes
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Aligning Controls
Access Project 4: Reports, Forms, and Combo Boxes
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Formatting Controls
• Click the label containing the word, Subtotal, in
the Client Type Footer section
• Press and hold the SHIFT key and then click the
label containing the words, Grand Total, in the
Report Footer section
• Click the Font Size arrow on the Formatting
(Form/Report) toolbar and then click 8 as the
new size
• Click the Italic button on the same toolbar
• Click the Font/Fore Color button arrow on the
Formatting (Form/Report) toolbar
Access Project 4: Reports, Forms, and Combo Boxes
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Formatting Controls
• Click the color in the second row and first
column
• Click the control for the sum of Amount Paid in
the Client Type Footer section
• Press and hold the SHIFT key and click the
control for the sum of Amount Paid in the Report
Footer section, the control for the sum of Current
Due in the Client Type Footer section, and the
control for the sum of Current Due in the Report
Footer section
Access Project 4: Reports, Forms, and Combo Boxes
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Formatting Controls
• Right-click any of the selected controls
• Click Properties on the shortcut menu
• Click the Format tab to display only the
Format properties, click the Format
property box, click the Format property
box arrow, and then select Currency
• Close the property sheet by clicking its
Close button
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Formatting Controls
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Creating a Report that
Invokes Multiple Tables
• In the Database window, click the Tables object
and then click Trainer
• Click the New Object button arrow on the
Database toolbar
• Click Report, click Report Wizard, and then click
the OK button
• Click the Add Field button to add the Trainer
Number field
• Add the First Name field by clicking it and then
clicking the Add Field button
Access Project 4: Reports, Forms, and Combo Boxes
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Creating a Report that
Invokes Multiple Tables
• Add the Last Name field in the same manner
• Click the Tables/Queries arrow, and then click
Table: Client in the Tables/Queries list box
• Add the Client Number, Name, Amount Paid,
and Current Due fields by clicking the field and
then clicking the Add Field button
• Click the Next button
• Because the report is to be viewed by trainer
and by Trainer already is selected, click the Next
button
Access Project 4: Reports, Forms, and Combo Boxes
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Creating a Report that
Invokes Multiple Tables
• Because no additional grouping levels are
required, click the Next button
• Click the box arrow in the text box labeled 1 and
then click the Client Number field in the list
• Click the Summary Options button
• Click the Sum check box in the Amount Paid row
and the Sum check box in the Current Due row
• Click the OK button and then click the Next
button
Access Project 4: Reports, Forms, and Combo Boxes
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Creating a Report that
Invokes Multiple Tables
• Select the Stepped layout and Portrait
orientation
• If necessary, click Corporate to select it
• Click the Next button, and then type
Trainer/Client Report as the report title
• Click the Finish button
• Close the report by clicking the Close Window
button for the window containing the report
Access Project 4: Reports, Forms, and Combo Boxes
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Creating a Report that
Invokes Multiple Tables
Access Project 4: Reports, Forms, and Combo Boxes
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Removing Unwanted Controls
• Be sure the Reports object is selected in
the Database window, right-click
Trainer/Client Report, and then click
Design View on the shortcut menu
• If a field list appears, remove it from the
screen by clicking its Close button
• If necessary, maximize the window
• Click the control at the top of the Trainer
Number Footer section
Access Project 4: Reports, Forms, and Combo Boxes
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Removing Unwanted Controls
• Press the DELETE key to delete it
• Click the control that reads SUM, then
press the delete key to delete the control
• Click the control that reads Grand Total,
then press the delete key to delete the
control
Access Project 4: Reports, Forms, and Combo Boxes
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Changing the Column Headings
• Point immediately after the second r in Trainer in
the heading for the first field
• Click the column heading for the first field to
select it
• Click it a second time to produce an insertion
point behind the r, press the DELETE key to
delete the space between Trainer and Number,
and then press SHIFT+ENTER to extend the
headings over two lines
• Using the same technique, change all the two
word headings
Access Project 4: Reports, Forms, and Combo Boxes
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Changing the Column Headings
Access Project 4: Reports, Forms, and Combo Boxes
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Begin Creating a Form
• Make sure the Tables object is selected and then
click Client
• Click the New Object button arrow, click Form,
and then click Form Wizard. Click the OK button
• Use the Add Field button to add all the fields
except the Client Type and Trainer Number
fields
• Click the Next button
• When asked for a layout, be sure Columnar is
selected, and then click the Next button again
Access Project 4: Reports, Forms, and Combo Boxes
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Begin Creating a Form
• Be sure Standard is selected, click the
Next button, and then type Client Update
Form as the title for the form
• Click the Finish button to complete and
display the form
• Click the Close Window button for the
Client Update Form window to close
the form
Access Project 4: Reports, Forms, and Combo Boxes
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Adding a Calculated Field
• Click the Text Box tool in the toolbox, and then
move the mouse pointer, which has changed
shape to a small plus symbol accompanied by a
text box, to the position shown in Figure 4-64 on
page AC 232
• Click the position to place a text box
• Click inside the text box and type =[Amount
Paid]+[Current Due] as the expression in
the text box
• Click the attached label twice, once to select it,
and a second time to produce an insertion point
Access Project 4: Reports, Forms, and Combo Boxes
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Adding a Calculated Field
• Use the DELETE key or the BACKSPACE key to
delete the current entry
• Type Total Amount as the new entry
• Click outside the Total Amount control to
deselect it, and then click the control to select it
once more. Handles will appear around the
control
• Move the label portion so its left edge lines up
with the labels for the Amount Paid and Current
Due fields by dragging the move handle in its
upper-left corner
Access Project 4: Reports, Forms, and Combo Boxes
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Adding a Calculated Field
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Placing a Combo Box that Selects
Values from a List
• Click the Control Wizards tool in the toolbox to select it
• Click the Combo Box tool in the toolbox, and then move
the mouse pointer, whose shape has changed to a small
plus symbol accompanied by a combo box, to the
position shown in Figure 4-68 on page AC 235
• Click the position
• If necessary, click the “I will type in the values that I
want.” option button to select it
• Click the Next button in the Combo Box Wizard dialog
box, click the first row of the table, and then type EDU as
the entry
Access Project 4: Reports, Forms, and Combo Boxes
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Placing a Combo Box that Selects
Values from a List
• Press the DOWN ARROW key and then
type MAN as the entry
• Press the DOWN ARROW key again and
then type SER as the entry
• Click the Next button
• Click the “Store that value in this field:”
option button
• Click the “Store that value in this field:” box
arrow and then click Client Type
Access Project 4: Reports, Forms, and Combo Boxes
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Placing a Combo Box that Selects
Values from a List
• Click the Next button
• Type Client Type as the label for the
combo box
• Click the Finish button
• Click the label for the combo box, and then
drag its move handle to move the label so
its left edge aligns with the left edge of the
labels for the Amount Paid, Current Due,
and Total Amount fields
Access Project 4: Reports, Forms, and Combo Boxes
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Placing a Combo Box that Selects
Values from a List
Access Project 4: Reports, Forms, and Combo Boxes
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Adding a Title
• Point to the bottom border of the Form Header
section. The mouse pointer changes shape to a
two-headed vertical arrow with a crossbar
• Drag the bottom border of the Form Header
section to resize the Form Header section to the
approximate size shown in Figure 4-80 on page
AC 241
• Click the Label tool in the toolbox and then move
the mouse pointer, whose shape has changed to
a small plus symbol accompanied by a label, to
the approximate position shown
Access Project 4: Reports, Forms, and Combo Boxes
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Adding a Title
• Click the mouse pointer in the position in
the figure, and then type Client Update
Form as the contents of the label
• Click outside the label to deselect it
• Click the label to select it once again
• Drag the handle in the lower-right corner
to expand the label to the size shown on
the following slide
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Adding a Title
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Summary
•
•
•
•
•
Create a report using the Report Wizard
Use sorting and grouping in a report
Move controls
Change properties
Add totals and subtotals to a report
Access Project 4: Reports, Forms, and Combo Boxes
48
Summary
•
•
•
•
•
Align and format controls
Remove controls
Change labels and column headings
Use multiple tables in a report
Remove unwanted controls
Access Project 4: Reports, Forms, and Combo Boxes
49
Summary
• Understand report design considerations
• Use the Form Wizard to create a form
• Add a calculated field, combo boxes, and
a title to a form
• Understand form design considerations
Access Project 4: Reports, Forms, and Combo Boxes
50
Microsoft
Office 2003
Advanced Concepts and
Techniques
Access Project 4
Complete