Date post: | 21-Jan-2016 |
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Access Forms and Reports
One way to start a form is to use the Form Wizard
Let’s create a form for our Real Estate database, for the Listings table (we’ll do a little bit of Activity 4 but not all of it)
Now go back into Design View to edit the form
Resize windows Move fields around Many more properties / controls available
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
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
Let’s try another example 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
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
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
Create form for main table On toolbox, click on subform button (make
sure the Wizard button is pressed) Answer the wizard’s questions
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!
Let’s stop here and try our activity
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)
Use the Wizard to create a report Here are the first questions:
Do you want to group items in your report? For example, do you want to group by job title?
Or maybe you want to group them by city?
For the remaining fields, do you want them in any particular order?
Finally, do you want a total of all salaries? Click on Summary Options and get this:
What kind of report layout would you like?
Finally, you may have to go into Design View to “clean up” the report
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.
Let’s say the report is done but now you want to add the average of all taxes to the report footer? How do we do that?