ISP 121

Week 3

Access Forms and Reports

Displaying Data – The Form

• One way to start a form is to use the Form Wizard

• What table or query are you creating a form for?

• What fields do you want on the form?

• What layout (columnar, tabular,…)?

• What style (background)?

• What title do you want for the form?

Forms Continued

• Now go back into Design View to edit the form– Resize windows– Move fields around– Many more properties / controls available

• Or you can start with Design View

Controls

• A control is the object you see on a form’s screen

• A bound control is one bound to a field

• An unbound control is one not bound to anything (just a title or a simple label)

Basic Controls

• Label controls – headings, labels, captions, instructions

• Text box controls – data is displayed or entered here

• Toggle buttons, option / radio buttons, check boxes

• Option group – contains multiple toggle buttons

Basic Controls

• List box – a pull down menu which is always down

• Combo box – a pull down menu which you must pull down, and also lets you add an option that is not on the list

• When working with forms, notice Table button (or Field List), Toolbox button, and Wizard button in Toolbox

Sample Form

• Let’s create a form using Name text 50, Married Yes/No, Employed Yes/No, Home Owner Yes/No, City text 50, and State text 2

• Make Name a text box, Married a toggle button, Employed a check box, Home Owner an option button, City a combo box, and State a list box

Sample Form

• Click on Field List button. If you can’t click on this, click on Properties and set Record Source to appropriate table

• Click on Toolbox and make sure Wizard button is pressed

• Click on ab|, then click and drag on Name field• Click on Toggle button, then click and drag on

Married field• Now put a caption or a picture in the toggle

button using Properties

Properties

• Pretty much everything in Access has a list of properties associated with it

• To display properties, you can click on View Properties from the menu bar

• Or you can right click on an item

• Let’s look at some properties

Creating a Form Using Multiple Tables

• Create form for main table

• On toolbox, click on subform button (make sure the Wizard button is pressed)

• Answer the wizard’s questions

Forms Continued

• Note – if you change the data on the form, you are changing it in the database!

• You can use the form for entering new data

• You can create a form for a query and if you enter new data on the query form, it changes the data in the table!

Parts of a Report

• A report has the following parts:– Report header (one per report)– Page header (one per page)– Detail (each line of information)– Page footer (one per page)– Report footer (one per report)

ABC Monthly Report (page header)

Employee ID Expense Job Title (detail section)Jones 123 $134.40 EngineerSmith 234 $333.22 ProgrammerZygote 345 $123.33 Analyst

April 19, 2007 (page footer)

Creating a Report

• Use the Wizard to create a report

• Here are the first questions:

Creating a Report

• Do you want to group items in your report? For example, do you want to group by job title?

Creating a Report

• Or maybe you want to group them by city?

Creating a Report

• For the remaining fields, do you want them in any particular order?

Creating a Report

• Finally, do you want a total of all salaries?

• Click on Summary Options and get this:

Creating a Report

• What kind of report layout would you like?

Creating a Report

• Finally, you may have to go into Design View to “clean up” the report

Let’s Try an Example

• Using the Real Estate database, create a report which uses the fields from the Listings table and includes the Listing Number, Address, City, Frame Type and Taxes. Group by City. Total the Taxes.