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Access ch8

The document describes adding buttons to a database form to make it more user-friendly. It discusses inserting buttons to allow users to add new records, find existing records, and complete other common tasks without needing extensive database knowledge. Sample steps are provided to guide inserting buttons using a wizard for adding new records and finding existing records.

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raj dos
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47 views6 pages

Access ch8

The document describes adding buttons to a database form to make it more user-friendly. It discusses inserting buttons to allow users to add new records, find existing records, and complete other common tasks without needing extensive database knowledge. Sample steps are provided to guide inserting buttons using a wizard for adding new records and finding existing records.

Uploaded by

raj dos
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Chapter

8
Creating User-Friendly Databases
Databases are often created by a small number of people then used by a larger
number of others. Often these people do not know how to use all the features of
a database so it is advantageous to create databases that are easy to use through
the use of buttons. Buttons are simply graphics placed on the screen to perform
commands and allow users to navigate around forms, print reports or run macros.
All the user has to do is click on the button for the command to be run.
In this chapter you will add buttons to a simplified database for a real estate agency
which allows users access to a series of forms and reports.

Opening the Sample File


A database has been prepared for you and it will need to be opened from the
ACCESS 2007 SUPPORT FILES
1 Load Microsoft Access and click on the OPEN icon in the OFFICE BUTTON, or
close the current file and click on the OPEN icon in the OFFICE BUTTON.
2 Access the CHAPTER 8 folder of the ACCESS 2007 SUPPORT FILES and open the
CHAPTER 8 file as an OPEN READ-ONLY file.
3 Click on the OFFICE BUTTON, highlight SAVE AS and select ACCESS 2007
DATABASE.
4 Access your ACCESS STORAGE folder and save the file as CHAPTER 81.

Opening the File as an Exclusive file


The file will be opened as an EXCLUSIVE file so that a password can added to it.
1 Close the CHAPTER 81 file and select OPEN from the OFFICE BUTTON.

2 Select the CHAPTER 81 file then


click on the arrow next to the OPEN
button and select OPEN EXCLUSIVE.

© Guided Computer Tutorials 2008 8-1


Learning Microsoft Access 2007

The Sections of the Database


The database consists of the following sections. Look at each in turn.

A Tables
Owner Details: Records the property’s owner details.
Property Details: Records specific details about the property, such as its location,
type, description, sale type (sale, auction or rent), and price.

The tables are linked by the OWNER ID primary key field.

B Queries
All Details: Combines details from both tables. This query is used by the
DATA ENTRY form.
Properties for Auction: Filters the properties available for auction, sorted into SURNAME
then FIRST NAME order.
Properties for Rent: Filters the properties available for rent, sorted in WEEKLY RENT
then SURNAME order.
Properties for Sale: Filters the properties for sale, sorted into SALE PRICE order.

C Forms
Data Entry: Displays all the fields from the two tables.

D Reports
Auction Properties: Prints the Properties for Auction Query details.
Rental Properties: Prints the Properties for Rent Query details.
Sale Properties: Prints the Properties for Sale Query details.

8-2 © Guided Computer Tutorials 2008


Creating User-Friendly Databases 8

The Structure of the Database


You will be required to add buttons to a DATA ENTRY form and to create a MAIN
SWITCHBOARD form to control the use of the database. The structure of the database
system that you will create is summarised in the following diagram.

Main
Switchboard

Data Print Rental Print Sales Print Auction


Entry Screen Properties Properties Properties

Completing the Data Entry Form


Buttons are needed in the DATA ENTRY form to allow the users of the database to carry
out the general maintenance procedures such as adding new records, finding records
and deleting records.

1 Open the DATA ENTRY form from the


NAVIGATION pane and use the VIEW
icon to set the screen to DESIGN
VIEW.

2 Buttons will be placed along the


right of the form.

© Guided Computer Tutorials 2008 8-3


Learning Microsoft Access 2007

A Inserting a New Record Button


We will use a wizard to help use create the button.

1 In the DESIGN tab of the RIBBON


check that the USE CONTROL
WIZARD is turned on then click on
the BUTTON icon.

2 Drag a button from (13,3) to


(15.5,3.75).

3 In the COMMAND BUTTON WIZARD


dialogue box set the CATEGORIES
frame to RECORD OPERATIONS, leave
the ACTIONS frame as ADD NEW
RECORD and click on NEXT.

4 Click on the TEXT radio button, leave


the text box as Add Record and click
on NEXT.

8-4 © Guided Computer Tutorials 2008


Creating User-Friendly Databases 8

5 Name the button:


Add New Record
and click on the FINISH button to
complete the button.

6 The text in the button can be


formatted. Set the FONT to ARIAL,
the SIZE to 10 point, the STYLE to
BOLD and the FONT COLOUR to
DARK RED.

B Inserting a Find Record Button


A FIND RECORD button can be inserted to allow the user to quickly find a record rather
than needing to use the record navigation buttons.

1 Select the BUTTON icon and drag a


button from (13,4) to (15.5,4.75).

© Guided Computer Tutorials 2008 8-5


Learning Microsoft Access 2007

2 In the COMMAND BUTTON WIZARD


dialogue box leave the CATEGORIES
frame at RECORD NAVIGATION, set
the ACTIONS frame to FIND RECORD
and click on NEXT.

3 Click on the TEXT radio button,


leave the text box next to it as FIND
RECORD and click on NEXT.

4 Name the button FIND RECORD


and click on the FINISH button to
complete the button.

5 The format of the text in the first


button can be copied to the second.
Click on the ADD RECORD button
then click on the FORMAT PAINTER
icon in the DESIGN tab.

8-6 © Guided Computer Tutorials 2008

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