Tutorial

4
Creating Forms
and Reports

Microsoft Access 2013

® ®
 Objectives XP

• Session 4.1
– Create a form using the Form Wizard
– Apply a theme to a form
– Add a picture to a form
– Change the color of text on a form
– Find and maintain data using a form
– Preview and print selected form records
– Create a form with a main form and a subform

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 Objectives (Cont.)
XP

• Session 4.2
– Create a report using the Report Wizard
– Apply a theme to a report
– Change the alignment of field values on a report
– Move and resize fields in a report
– Insert a picture in a report
– Change the color of text on a report
– Apply conditional formatting in a report
– Preview and print a report

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 Creating Forms and Reports XP

• Case - Chatham Community Health Services

Using Forms and Reports to Display Patient and Visit Data
– User wants the database to include a form based on the
Patient table to make it easier for staff members to enter
and change data about the clinic’s patients
– Also wants the database to include a form that shows data
from both the Patient and Visit tables at the same time
– Would like to include a formatted report of patient and
visit data so they will have printed output when completing
patient analyses and planning strategies for community
outreach efforts

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 Creating Forms and Reports (Cont.) XP

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 Creating Forms and Reports (Cont.) XP

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 Creating a Form Using the Form Wizard XP

• A form is an object you use to enter, edit, and view records in

a database
– You can design your own
forms or have Access
create them for you
automatically

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 Creating a Form Using the Form Wizard XP
(Cont.)

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 Modifying a Form’s Design in Layout ViewXP
• You might need to modify its design in Layout view to
improve its appearance or to make the form easier to
use
• In Layout view, you see the form as it appears in Form
view, but you can still modify the form’s design
• In Form view, you cannot make any design changes
• Layout view makes it easy for you to see the results
of any design changes you make
• You can continue to make changes, undo modifications,
and rework the design in Layout view to achieve the look
you want for the form

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 Modifying a Form’s Design in Layout View
XP
(Cont.)

• Applying a Theme to a Form

– By default, a forms use the Office theme, which determines
the color and
font used on
the form
– Access provides many
built-in themes
• Makes it easy to create
objects with a unified look
• You can also create a
customized theme if
none of the built-in
themes suit your needs

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 Modifying a Form’s Design in Layout View
XP
(Cont.)

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 Modifying a Form’s Design in Layout View
XP
(Cont.)

• Adding a Picture to a Form

– A picture is one of many controls you can add and modify
on a form
• A control is an item on a form, report, or other database object
that you can manipulate to modify the object’s appearance

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 Modifying a Form’s Design in Layout View
XP
(Cont.)

• Changing the Color of the Form Title

– The Font group on the FORMAT tab provides many options
you can use to change the appearance of text on a form

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 Navigating a Form XP

• To view, navigate, and change data using a form, you

need to display the form in Form view
– Navigate a form in the same way that you navigate a table
datasheet
– The navigation mode and editing mode keyboard shortcuts
you used with datasheets in Tutorial 3 are the same when
navigating a form

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 Finding Data Using a Form XP

• The Find command lets you search for data in a

datasheet so you can display only those records you
want to view
• You can also use the Find command to search for
data in a form
– You choose a field to serve as the basis for the search by
making that field the current field, and then you enter the
value you want Access to match in the Find and Replace
dialog box

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 Finding Data Using a Form (Cont.)
XP

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 Maintaining Table Data Using a Form XP

• Maintaining data using a form is often easier than using a

datasheet because you can focus on all the changes for a
single record at one time
• In Form view, you can edit the field values for a record, delete
a record from the underlying table, or add a new record

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 Previewing and Printing Selected Form XP
Records
• Access prints as many form records as can fit on a printed
page
– If only part of a form record fits on the bottom of a page, the
remainder of the record prints on the next page
• Access allows you to print all pages or a range of pages. In
addition, you
can print the
currently
selected form
record

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 Creating a Form with a Main Form and a XP
Subform
• To create a form based on two tables, you must first define a
relationship between the two tables
– When you create a form containing data from two tables that have a
one-to-many relationship, you actually create a main form for data
from the primary table and a subform for data from the related table
– Access uses the defined relationship between the tables to join them
automatically through the common field that exists in both tables

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 Creating a Form with a Main Form and a XP
Subform (Cont.)

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 Creating a Report Using the Report Wizard
XP

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 Creating a Report Using the Report Wizard
XP
(Cont.)

• A report is a formatted printout or screen display of the

contents of one or more tables or queries in a database
– In Access, you can create your own reports or use the
Report Wizard to create them for you
– You can
always
change
a report’s
design
after you
create it

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 Creating a Report Using the Report Wizard
XP
(Cont.)

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 Creating a Report Using the Report Wizard (Cont.) XP

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 Modifying a Report’s Design in Layout View XP

• Applying a Theme to a Report

– The same themes available for forms are also available for reports
– You can choose to apply a theme to the current report object only, or
to all reports in the database
• Changing the Alignment of Field Values
– The FORMAT tab in Layout view, one of the REPORT LAYOUT TOOLS
contextual tabs,
provides options
for you to easily
modify the
format of various
report objects

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 Modifying a Report’s Design in Layout View XP
(Cont.)

• Moving and Resizing Fields on a Report

– Working in Layout view, you can resize and reposition
fields and field value boxes to improve the appearance of a
report or to address the problem of some field values not
being completely displayed

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 Modifying a Report’s Design in Layout View XP
(Cont.)

• Changing the Title Font Color and Inserting a Picture

in a Report
– You can change the color of text on a report to enhance its
appearance
– You can also add a picture to a report for visual interest or
to identify a particular section of the report

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 Using Conditional Formatting in a Report XP
• Conditional formatting in a report (or form) is special
formatting applied to certain field values depending
on one or more conditions—similar to criteria you
establish for queries
– If a field value meets the condition or conditions you
specify, the formatting is applied to the value

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 Using Conditional Formatting in a Report XP
(Cont.)

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 Using Conditional Formatting in a XP
Report (Cont.)

• Viewing the database objects in the Navigation Pane

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