Microsoft Access 2007 Introduction to Forms & Reports

Microsoft Access 2007: Intro to Forms and Reports

Forms...............................................................................................................................................1 Creating a Form...........................................................................................................................2 Form.........................................................................................................................................2 Split Form................................................................................................................................2 Multiple Items..........................................................................................................................3 Pivot Chart...............................................................................................................................3 Blank Form..............................................................................................................................3 Form Design.............................................................................................................................3 Form Wizard............................................................................................................................4 Datasheet..................................................................................................................................6 Modal Dialog...........................................................................................................................6 Pivot Table...............................................................................................................................6 Reports.............................................................................................................................................7 Creating a Report.........................................................................................................................7 Report.......................................................................................................................................7 Labels.......................................................................................................................................7 Blank Report............................................................................................................................9 Report Design..........................................................................................................................9 Report Wizard..........................................................................................................................9 Designing Forms and Reports .......................................................................................................11 Labels and Text Boxes...............................................................................................................11 Moving with the Mouse.........................................................................................................11 Font Size................................................................................................................................11 Working in the Design View.....................................................................................................12 Moving with the Keyboard....................................................................................................12 Resizing..................................................................................................................................12 Making Multiple Selections...................................................................................................12 Notes about Deleting..............................................................................................................12 Design Tab.................................................................................................................................12 Add Existing Fields................................................................................................................13 Property Sheet........................................................................................................................13 Group and Sort.......................................................................................................................13 Controls..........................................................................................................................................14 Arrange Tab...............................................................................................................................17 Size.........................................................................................................................................17 Aligning Objects....................................................................................................................17 Position..................................................................................................................................17 Control Layout.......................................................................................................................17

Updated: 04/13/08

Page 1 Forms Most forms display data one record at a time, in a formatted user-friendly environment. You can also build your form so it will display multiple records. As you develop your forms you can create navigation buttons, insert graphics, and change the colors to display everything consistently. Forms have a design view, a layout view and a form view. Your data source is most often a Table, but can be a query. For example, if I want to see all the patients I would use the table; if I only want to see Dr. Edward's Patients, I would use a query.

The form view usually displays one record at a time. The data entered or modified in a form is automatically saved to the table. The table is the true location of the data; the form is just a pretty way to view/modify/create the data. If you would like to view more than one record at a time you may use a "Multiple Items" form, or a Split Form. Multiple Items, sometimes called a Continuous form, shows multiple formatted records. Split Forms show the form view and a datasheet view for the same data. Multiple Items Split Form

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Page 2 Creating a Form You can construct a new form from the Form group on the Create tab. Select the table or query you would like to use as the record source from the navigation pane and then choose the type of form you would like to build.

Form The first button, listed simply as Form, will create a form to enter data one record at a time. If the record source is a table with a one-to-many relationship, Access will create a form with an imbedded datasheet.

Split Form The next option, Split Form, creates a duel view of your dataset; the Datasheet view showing multiple records and a Form view showing one record at a time. You can edit, add, and remove data from either section of the form. As you choose different records in the Datasheet section the Form section will display the same record.

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Page 3 Multiple Items Multiple Item forms are also knows as Tabular or Continuous Forms. These forms allow you to see multiple records on the same form such as a datasheet, but each record can have form objects and formatting. Notice the image is displayed and there is a delete button for each record on this form. Pivot Chart Pivot charts allow you to arrange the fields from your record source into a graph. You will be able to choose the type of chart and where each field will be placed. It is recommended that you create a query first to see the true values of lookups and pull out only the relative data.

Blank Form The Blank Form button creates a form with no record source. Blank forms are often used to create a series of command buttons to make menus. Blank forms can be modified to point to a record source so it can be used to display or edit data.

Form Design The Form Design button creates a blank form with no record source and opens the form directly into the design view. As with the Blank Form above, this form can be used to create menus or be linked to a record source to display and edit data.

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Page 4 Form Wizard The form wizard is found under the More Forms menu.

You can choose from more than one table or query. (This works best if they are related).

Columnar Form Tabular Multiple Items/Continuous Datasheet Table/Query view Justified Only available through wizard

Most of the styles shown here are very similar. These can be modified after the form is created.

Be sure to use a consistent naming convention.

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Page 5 There are extra steps when the data comes from a one-to-many relationship. This is discussed in the Forms workshop.

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Page 6 Datasheet The Datasheet Form is found under the More Forms menu. This will create a form that looks like the datasheet view of a table or query. These forms are useful to create subforms.

Modal Dialog When a Modal Form is opened in the Form view it has the focus of the application, like the open file dialog box, you cannot do anything else until you have closed the window. This is a useful form when you are creating warning and error messages such as Do you really want to exit? The OK and Cancel buttons are created automatically. They are set to close the form, if you need them to do more you will need to modify the macros used to drive them. Pivot Table Pivot Table Forms are found under the More Forms menu. They allow you to arrange the fields from your record source into a table. You will be able to choose where each field will be placed. It is recommended that you create a query first to see the true values of lookups and pull out only the relative data.

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Page 7 Reports Reports are designed to create an organized output of information from your database. With a report, you can group and summarize information. You cant edit the data in a report, but if you make the modifications in the table, query or form you will see the results when you open the report again. Reports have four views, Report View, Print Preview, Layout View and Design View. Creating a Report You can construct a new report from the Report group on the Create tab. Select the table or query you would like to use as the record source from the navigation pane and then choose the type of report you would like to build.

Report The first button, listed simply as Report, will create a basic report listing the data in columns. This AutoReport often will need to be modified to fit the data. The field size property (set in the tables) will determine the width of the fields. Labels Labels are usually used to create mailing labels and name tags. You can create these through a mail merge in Microsoft word, or here in Access by using the Label Wizard. Choose the label product number. The number should be listed on the box of labels. Most labels come with an Avery equivalent number, but Access does have a list of other manufacturers to choose from. If you are unsure you can Customize your own label.
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Page 8 Choose the font format for the label.

Build the label one field at a time.

Choose the sort order.

Name the label report.

You may get an error message. This often happens with labels because they are very close to the edge of the page. Usually the report will print without a problem, but this error message may come up as a warning every time you run the report.

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Page 9 Blank Report The Blank Report button will create a report with no record source. This report can be modified to point to a record source so it can be used to print out data. Report Design The Report Design button creates a blank report with no record source and opens the report directly into the design view. As with the Blank Report above, this report can be used to create any type of report.

Report Wizard The report wizard guides you through building your report.

You can choose from more than one table or query. (This works best if they are related).

We did grouping in the basics workshop and will revisit it for the full Reports workshop.

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Page 10

If you sort with the Report Wizard, keep in mind Access will list these fields first, often rearranging the order of you fields. You can sort in the design view of the completed report.

You can choose from the three common layouts, Columnar (stacked), Tabular and Justified. Choose the Page Orientation. If the Adjust the field widths box is not checked your data will often run across several pages. Most of the styles shown here are very similar. These can be modified after the form is created.

Be sure to use a consistent naming convention.

There are extra steps when the data is grouped. This is discussed in the Reports workshop.

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Page 11 Designing Forms and Reports There are many similarities between the basic design view of Forms and Reports. Form View Print Preview (Report)

Design View of Form

Design View of Report

Above is the label and text box for the Last name of our patient in design view. A label appears the same in both design and data view. A text box shows the field name its pulling from in the design view and will display the actual data in the form or print preview. Whether you are in the design view of a Form or a Report, when you select a Text box, it will look like this:

Labels and Text Boxes Moving with the Mouse When you place your mouse anywhere on the edge of the text box, between the sizing handles, your mouse arrow will turn into the move pointer ( ). This pointer also appears when you click and hold on an unselected object. When you click and drag the mouse while the pointer shows this arrow, both the label and the text box will move. The upper left corner of the label and the text box both show a square larger than the sizing handles, this is to identify the link between the text box and its label. When you place the mouse in this large square, your pointer will still show the moving pointer ( ), however when you drag from this corner the item will move independently of its partner text/label box. To separate a label from its text box, you can cut and paste the label. Font Size When you change the font size, Access will not resize the box. If you place your mouse over one of the sizing handles and double click, it will AutoFit the selected box to the correct height. If it is a label it will attempt to adjust to the width.

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Page 12 Working in the Design View Moving with the Keyboard You can move items one grid point at a time by using the arrows on the keyboard; you can move an object a quarter of a grid point by pressing Ctrl in conjunction with the arrow keys. Resizing When you place your mouse on the any of the selected objects sizing handles you will get a double arrow ( ). Click and drag the mouse and the box will resize the selected items. Remember Access anchors in the upper left corner, so you are generally growing away or toward this corner. The Shift key used in conjunction with the arrow keys on the keyboard, allow you to adjust the size of your object. Using Shift and Ctrl will resize a quarter of a grid point at a time. The arrange tab for both Forms and Reports has a Size group where you can adjust the objects relative to each other. Making Multiple Selections There are several ways to make a multiple selection in the design view. 1. Shift Key: To select more than one item in the design view, click on the first item and then hold down the shift key on the keyboard and click on each subsequent item you wish to select. If you mean to include the labels, dont forget to click on them as well. 2. Items in a Line: When the objects you would like to select are all in a row or column, you can click in the ruler and Access will select everything in the path of that selection. 3. Selection Box: If you click in a part of the grid that is unoccupied by any objects and drag the mouse over the objects you would like to select, you will see a selection box being drawn. Any items that the selection box touches will be selected, be careful with this, especially in reports where there are so many lines. No matter how the object is selected, the Shift key can also be used to unselect a selected object. (Shift-click on the selected object to unselect.) Notes about Deleting If you delete the text box the label will be deleted as well, however if you delete the label the text box will remain on the screen. If you delete a button, Access will not delete the VBA code used to support that button. Design Tab The Design tab of the Forms and Reports are almost identical. The Reports have one extra Grouping &Totals section. Report Design Tab

Form Design Tab

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Page 13 The Tools group contains two of the most important buttons: Add Existing Fields and Property Sheet. These buttons usually open as a panel on the left hand side of the window, but can be dragged free. Add Existing Fields The Add Existing Fields button will open the Field List for the current form or report. From here you can drag and drop fields onto the design view. Each field will automatically create a label one inch to the left of the field. Remember when you drop your field; Access is dropping the top left corner of your object. If you are missing a field from this list then it does not exist in your data source. You will need to modify the table or query and when you return it should be on this list. Property Sheet The Property Sheet button will replace the field list with the Property Sheet. This window can stay open, it will change the listed options depending on the object selected on the form or report. Field properties such as formats can be modified here to differ from the table or query. Field properties are listed in Tables and Field Properties handout. This window can also be opened by right clicking on any object and choosing properties. Group and Sort Data can be sorted in tables, queries and forms. Since we cannot edit the data of a report, its difficult to sort without creating a query first. The design view of a report has a feature Group & Sort. This button will be opened as a panel across the bottom of the window.

Click the Add a group or Add a Sort button to create new groups and sort orders. This will be discussed in further detail in the full Reports workshop.

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Page 14 Controls

Logo Insert a picture into your form or report to be used as a logo.

Title Display a title in a form or report.

Insert Page Number Insert page numbers into the document Text Box Text boxes are different in data view and in design view. Data can come from the data source or calculation. Command Button Create a button to perform simple tasks such as record navigation and form and report operations. List Box Create a lookup via a list of options. The list box will display all the possible choices and highlight only the chosen option. Line Draws a line. Used to emphasize related information. Set Height property to zero for a straight line.

Date & Time Insert the current date and time into the document. Label Labels display the same information in the design view and the data view. They are most often used for titles, captions, or instructions. Combo Box Create a lookup via a drop down menu. You can type in the text box or select an entry in the drop down box to add a value to a bound field. SubForm/SubReport Use to create or insert a form or report into the current form or report to see data from another data source. For example the medications for each patient. Rectangle Draws a rectangle. Used mostly for visual clarity of groups.

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Page 15 Controls Continued

Bound Object Frame Use to display OLE objects saved in a field in the record source. A different object will be displayed for each record. Check Box Use as a stand-alone control bound to a Yes/No field. If you want more than one check box to correspond to the same field you should create an option group. Toggle Button Use as a stand-alone control bound to a Yes/No field. If you want more than one toggle button you should create an option group. Insert Page Insert a new page into the existing selected tab control. This option can also be found by right-clicking on the control. Unbound Object Frame Use to display an unbound OLE object, such as an Excel spreadsheet. The object will remain constant on each page or record. Page Break Used to create a new page on printouts of a form or report. Be careful not to leave any extra space below a page break within its section, or you may end up with an extra page at the end of the whole report/form. Insert Hyperlink Create a link to a Web page, a picture, an email address or a program. Image Use for displaying a static picture on a form or report, such as a logo. Option Group Use to create a section of related check boxes or option buttons. Option Button Use as a stand-alone control bound to a Yes/No field. If you want more than one option button you should create an option group. Tab Control Use to create a tabbed form with several pages. Each page has its own tab order. Insert Chart Place a chart on the form/report and Access will take you through a Chart wizard.

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Page 16 Controls Continued

Attachment Use to display attachment objects saved in a field in the record source. (not available in compatibility mode) Line Type Use to change the line styles to dashes or dots. Line Thickness Hairline through 6pt thickness of line. Use for most design objects.

Line Color Change the color of the line around most objects.

Special Effects Raised effects are seen on buttons, sunken effects on field names.

Set Control Defaults Set default for object based on the currently selected object. Select Objects

Select All Select all the objects on the Form or Report. (Ctrl-A)

Use to select an object, a section, a form, or a report. When you select a control you use it once and it turns off. If you double-click the tool will turn it on and keep it on, then click back on this button to turn return to the select tool.

Control Wizards Turns control wizards on or off. When you try to create something such as an option group, a combo box or a command button the wizard will automatically be launched when the object is placed on the form or report. If the wizard does not activate make sure this button it turned on. Insert Active X Control Use to access a menu that displays other controls you can utilize to create your form or report.

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Page 17 Arrange Tab The Arrange tab of the Forms and Reports are also very similar. Report Arrange Tab

Form Arrange Tab

Many of the Align, Size, Position and Layout groups can be found through the right click menu. Size The To Fit option is the same as double clicking on the sizing handles, it will fit all the selected objects to their own best fit. Tallest and Shortest are the vertical sizes, Widest and Narrowest are the horizontal sizes. Aligning Objects Unlike the other Microsoft Office products, Accesss align feature has no Center or Middle and it will not overlap controls. If two controls are in a direct line, they will be placed touching each other along the adjoining edge. Position You can adjust the layers and spacing between the objects on your form or report by using the position options. Keep in mind that the spacing is relative to the objects that are selected, not to the form or report. Control Layout Tabular and Stacked are new options to Office 2007. They allow you to have a tabular or columnar segment of objects. When you resize or move one object, Access will adjust all the grouped objects. This is helpful to be able to reorder the fields without constant position adjustments. The Tab Order button adjusts the order you will tab through the form.

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