10 Advanced Forms

LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Creating Advanced Forms

Using Application Parts to Create Blank Forms Use Blank Forms. 1.3.1
Creating a Navigation Form Create Navigation forms. 3.1.4

KEY TERMS
• Blank Forms
• hierarchical form
• main form
• Multiple Items tool
• Navigation form
• split form
• subform

240
 Advanced Forms 241

A a regional manager for Contoso Pharmaceuticals, you are in charge of overseeing the
As
ssales
a reps in your division. The salespeople you supervise call on doctors to promote
C
Contoso medications and to leave samples. You use Access to put the sales information
ttogether and pull data from a variety of sources. In this lesson, you learn how to create
a multi-item form, a split form, and a subform.

SOFTWARE ORIENTATION

The Templates Group and the Forms Group

The Application Parts button in the Templates group and the Navigation and More Forms
buttons in the Forms group, all located on the Create tab, contain menus with commands
for creating all types of forms—some of which you have already learned about. Figures 10-1,
10-2, and 10-3 show the menus and commands you use to create advanced forms. Use these
figures as references throughout this lesson as well as the rest of this book.

Figure 10-1
Application Parts button
and menu
Blank Forms
category on
Application
Parts menu

Figure 10-2
Navigation button and menu

Navigation
menu

Figure 10-3
More Forms button and menu

More
Forms
menu
242 Lesson 10

Ref In Lesson 5, you learned how to use some of the commands in the Forms group to create
several basic forms.

CREATING ADVANCED FORMS

Access provides tools to help you create forms quickly—including advanced forms with features
that can improve the usability of your database. The Multiple Items tool creates a customiz-
The Bottom Line able form that displays multiple records. A split form gives you two views of your data at the
same time—in both Form View and Datasheet View. A subform is a form that is inserted into
another form.

Creating a Multi-Item Form

When you create a simple form by using the Form tool, Access creates a form that displays a
single record at a time. To create a form that displays multiple records but that is more customiz-
able than a datasheet, you can use the Multiple Items tool. In this exercise, you create a Multi-
Item form using the Multiple Items tool.
When you use the Multiple Items tool, the form that Access creates resembles a datasheet. The
data is arranged in rows and columns, and you see more than one record at a time. However, a
Multiple Items form gives you more customization options than a datasheet, such as the ability
to add graphical elements, buttons, and other controls.

STEP BY STEP Create a Multi-Item Form

GET READY. Before you begin these steps, be sure to LAUNCH Microsoft Access.
The Contoso file
for this lesson is available 1. OPEN the Contoso database from the data files for this lesson.
on the book companion 2. SAVE the database as Contoso XXX (where XXX is your initials).
website or in WileyPLUS. 3. In the Navigation pane, double-click the Doctors table to open it.
4. On the Create tab, in the Forms group, click the More Forms button. On the menu that
appears, click the Multiple Items button. Access creates the form and displays it in
Layout View, as shown in Figure 10-4.
WileyPLUS Extra! features an
online tutorial of this task.

Figure 10-4
Multiple Items form in
Layout View
 Advanced Forms 243

5. Scroll down and to the right to view the multiple records on the form.
6. Click the File tab and click Save.
7. In the Save As dialog box, key Doctors Multiple and click OK.
8. Click the Close button on Doctors Multiple to close the form.
9. Click the Close button on Doctors to close the table.
10. LEAVE the database open.
PAUSE. LEAVE Access open to use in the next exercise.

Ref You learned about using controls to format your forms in Lesson 7.

Creating a Split Form

Creating a split form allows you to see two views of your data at the same time—in Form View
and in Datasheet View. The two views are connected to the same data source and are completely
synchronized with each other. In this exercise, you create a split form.
Working with split forms gives you the benefits of both types of forms in a single form. Select-
ing a field in the datasheet part of the form selects the same field in the form part of the form.
When you add, edit, or delete data in the datasheet part, the change is reflected in the form part.

STEP BY STEP Create a Split Form

USE the database that is open from the previous exercise.

1. In the Navigation pane, double-click the Sales Reps table to open it.
2. On the Create tab, in the Forms group, click the More Forms button. On the menu that
appears, click the Split Form button. Access creates the form and displays it in Form
View and Datasheet View at the same time, as shown in Figure 10-5.

Form View

Datasheet View

Next Record button

Figure 10-5
Split form
244 Lesson 10

3. Click the Next Record navigation button to display the next record in Form View.
4. In the datasheet part on the bottom, place the insertion point in the Mobile Phone field
for Nancy Buchanan. Notice that the same field is selected in the form part at the top.
5. Change the number for Nancy Buchanan in the Mobile Phone field to 806-555-4489.
6. Click anywhere on the form part above the datasheet and notice that the mobile phone
number has been changed there as well, as shown in Figure 10-6.

Changes made
to the datasheet
will also be
reflected on the
form

Figure 10-6
Editing a split form
7. On the Home tab, in the Views group, click the View button and click Design View.
8. Press F4 to display the Property Sheet.
9. Click Form in the drop-down list at the top of the Property Sheet and click the Format
tab, if necessary, as shown in Figure 10-7.
 Advanced Forms 245

Press F4 to
display the
Property Sheet

Figure 10-7
Property Sheet
10. Scroll down to the Split Form Orientation property, click the down arrow, and click
Datasheet on Top, as shown in Figure 10-8.

Datasheet on
Top property
selected

Figure 10-8
Changing a property

Take Note If all text for the properties is not visible, click the left border of the Property Sheet and drag to
widen it.

11. Click the Close button to close the Property Sheet.

12. On the Home tab, in the Views group, click the View button and click Layout View. The
split form is displayed with the datasheet on top, as shown in Figure 10-9.
246 Lesson 10

Figure 10-9
Split form with datasheet
Change the
on top Split Form
Orientation
property to
display the
datasheet
on top

13. Click the File tab and click Save.

14. In the Save As dialog box, key Sales Reps Split and click OK.
15. Click the Close button on Sales Reps Split to close the form.
16. Click the Close button on Sales Reps to close the table.
17. LEAVE the database open.
PAUSE. LEAVE the database open to use in the next exercise.

Table 10-1 lists some of the properties related to split forms that you can set on the Property
Sheet to fine-tune your form. To change form properties, switch to Design View, press F4 to
display the Property Sheet, select Form from the drop-down list at the top of the Property Sheet,
and click the Format tab.

Ref You learned how to set properties using the Property Sheet in Lesson 4.

Table 10-1
Properties Related to Split Forms

View(s) in which you

Property can set the property Description
Split Form Orientation Design View Allows you to define whether the datasheet appears above, below, to the left,
or to the right of the form.
Split Form Datasheet Design View or If set to Allow Edits (and the form’s record source is updateable), Access
Layout View allows edits to be made on the datasheet. If set to Read Only, Access prevents
edits from being made on the datasheet.
Split Form Splitter Bar Design View If set to Yes, Access allows you to resize the form and datasheet by moving the
splitter bar that separates the two parts. If set to No, the splitter bar is hidden,
and the form and datasheet cannot be resized.
Save Splitter Bar Position Design View If set to Yes, the form opens with the splitter bar in the same position in which
you last left it. If set to No, the form and datasheet cannot be resized, and the
splitter bar is hidden.
Split Form Size Design View or Allows you to specify an exact height or width (depending on whether the
Layout View form is split vertically or horizontally) for the form part of the split form. For
example, key 1” to set the form to a height or width of 1 inch. Key Auto to set
the dimension by other means, such as dragging the splitter bar in Layout View.
Split Form Printing Design View or Allows you to define which portion of the form is printed when you print the
Layout View form. If set to Form Only, only the form portion is printed. If set to Datasheet
Only, only the datasheet portion is printed.
 Advanced Forms 247

Creating a Subform
A subform is a convenient tool that allows you to view data from more than one table or query
on the same form. A subform is a form that is inserted into another form. The primary form is
called the main form, and the form within the form is called the subform. A form/subform
combination is sometimes referred to as a hierarchical form, a master/detail form, or a parent/
child form. You can use the Form Wizard to help you create subforms quickly. For best results,
all relationships should be established first. This enables Access to automatically create the links
between subforms and main forms. In this exercise, you create a subform.
When working with a relational database, you often need to view data from more than one table
or query on the same form. For example, you want to see customer data, but you also want to
see information about the customer’s orders at the same time. Subforms are a convenient tool
for doing this.
Subforms are especially effective when you want to show data from tables or queries that have
a one-to-many relationship—the main form shows data from the “one” side of the relationship
and the subform shows the data from the “many” side of the relationship.

STEP BY STEP Create a Subform

USE the database that is open from the previous exercise.

1. On the Create tab, in the Forms group, click Form Wizard.
2. In the first screen on the Form Wizard, click the down arrow in the Tables/Queries box
and click Table: Samples Given.
3. In the Available Fields box, double-click the Week Name, Sales Rep, Product, and
Quantity fields to move them to the Selected Fields box.
4. Click the down arrow in the Tables/Queries box and click Table: Doctors.
5. In the Available Fields box, double-click the Last Name, First Name, Specialty, and
Hospital fields to move them to the Selected Fields box. The screen should look like
Figure 10-10.

Figure 10-10
Form Wizard, screen 1

6. Click the Next > button.

7. In the How do you want to view your data? box, click by Doctors. The Form with
subform(s) radio button should be selected, and the Form Wizard should look like
Figure 10-11.
248 Lesson 10

Figure 10-11
Form Wizard, screen 2

8. Click the Next > button.

9. Click the Tabular radio button to select that as the layout for your subform, as shown
in Figure 10-12.

Figure 10-12
Form Wizard, screen 3

10. Click the Next > button. Access has suggested titles for the forms, as shown in
Figure 10-13. Keep the default selection to open the form.

Figure 10-13
Form Wizard, screen 4

11. Click the Finish button to create the forms. The Doctors form appears with the Samples
Given subform, as shown in Figure 10-14.
 Advanced Forms 249

Main form

Subform

Figure 10-14
Doctors form with subform
12. In the Navigation pane, double-click the Samples Given subform to open it, as shown
in Figure 10-15.

Figure 10-15
Samples Given subform
13. Scroll down and to the right, if necessary, to see the data contained in the records and
then click the Close button on the Samples Given subform to close the subform.
14. Click the Close button on the Doctors form to close the form.
15. LEAVE the database open.
PAUSE. LEAVE the database open to use in the next exercise.
250 Lesson 10

USING APPLICATION PARTS TO CREATE BLANK FORMS

As you learned in Lesson 2, the Application Parts gallery consists of two categories, Blank Forms
and Quick Start. The Blank Forms category contains a collection of 10 form parts that allow you
The Bottom Line
to add predefined forms to a database. In this exercise, you create an Application Parts Blank Form
and populate the form with bound controls using the Field List.
Application Parts Blank Forms are created as unbound forms and provide a prearranged control
NEW layout. They can also provide unbound command button controls, depending on what type of
to Office 2010 Blank Form you choose. These forms can also be easily populated with bound controls by using
the Field List.
Application Parts Blank Forms differ from adding a form using the Blank Forms tool since you
can add forms that automatically include command buttons that provide additional functional-
ity such as saving a record or closing a form. Using Application Parts Blank Forms, you can also
easily add forms that do more than just display data from a record source. Unbound forms can
be created to display messages to a user, or to provide dialog boxes that prompt the user for an
action. These unbound forms can be referenced through code using Visual Basic for Applica-
tions (VBA) to help provide a more functional database.

STEP BY STEP Use Application Parts to Create Blank Forms

USE the database that is open from the previous exercise.

1. On the Create tab, in the Templates group, click the Application Parts button and in the
Blank Forms category, hover your mouse over the 1 Right button. A Tooltip appears
informing you of the form’s layout.
2. Click the 1 Right button and a new form object named SingleOneColumnRightLabels
appears in the Navigation Pane in the Unrelated Objects category, as shown in
Figure 10-16.

Figure 10-16
New Blank Form object in
Navigation pane

New
Blank
Form

3. Open the SingleOneColumnRightLabels form. The form displays in Form View, as

shown in Figure 10-17.
 Advanced Forms 251

Figure 10-17
Blank Form in Form View

4. Switch to Layout View and shift-click each label control placeholder titled Field1,
Field2, Field3, and Field4 to select them all. Press the Delete key on the keyboard to
delete the label controls. Also delete the label control placeholder that contains the red
asterisk, which could be used to denote an important field, like a key field.
5. Click the Add Existing Fields button in the Tools group. The Field List pane appears. If
necessary, click the Show all tables link. Your screen should resemble Figure 10-18.

Figure 10-18
Blank Form in Layout View and 6. In the Field List pane, expand the Doctors table.
Field List pane
7. In the Field List pane, click and drag each Last Name, First Name, Specialty, and
Hospital field to the form and to the right placeholder of the original locations of the
Field1, Field2, Field3, and Field4 label controls that you just deleted. You screen should
resemble Figure 10-19.
252 Lesson 10

Fields dragged
to placeholders
on right-side of
previously
deleted labels

Figure 10-19
Form with fields from Field
List pane 8. Resize the label and field controls that you just added until your screen resembles
Figure 10-20.

Figure 10-20
Form with resized label and
field control 9. Click the Form Title label, and delete Form Title. Key Doctors.
10. Switch to Form View and cycle through the records. Click the Save & Close button on
the form to close the form.
1.3.1 11. Rename the form Doctors Blank Form.
12. LEAVE the database open.
How do you use Application
Parts to create Blank Forms? PAUSE. LEAVE the database open to use in the next exercise.
 Advanced Forms 253

CREATING A NAVIGATION FORM

The ability to create Navigation forms is a new feature in Access 2010. A Navigation form
The Bottom Line includes a set of navigation tabs that you can click to display forms and reports. In this exercise
you create a Navigation form.
As you learned in Lesson 2, you can create databases based on templates. When a database is
created using a web database template, a navigation form is used as the main interface within
the database since the Navigation pane cannot be viewed from within a web browser. However,
Navigation forms can also be used from within the Access application window to simplify your
interaction with database objects. For example, you can easily click a tab on a Navigation form to
view a form to add, view, or edit data. Similarly, you can simply click a button on the Navigation
NEW form to work with reports. Navigation forms are created by clicking the Navigation button in
to Office 2010 the Forms group on the Create tab. There are six Navigation form layouts to choose from. Each
layout includes a specific arrangement of tabs that can then be modified in Layout or Design
View to access forms and reports. In Layout View, form and report objects can be clicked and
dragged from the Navigation pane to tabs to quickly add functionality to the Navigation form.
You can also type a form or report’s name as the tab’s label and Access will automatically bind the
associated form or report to that label. You can also work with Navigation forms using Design
View to have the most control over design options, but you lose the ability to quickly add form
and report objects just by clicking and dragging them to the tabs, or modifying the labels.

Take Note You can also add fields from multiple tables using the Field List pane to your Navigation form
in both Design and Layout Views to allow for even greater customization.

STEP BY STEP Create a Navigation Form

USE the database that is open from the previous exercise.

1. On the Create tab, in the Forms group, click the Navigation button to display a menu
that contains six form layouts.
2. Click the Horizontal Tabs button and a new Navigation form appears in Layout View, as
shown in Figure 10-21.

Figure 10-21
Navigation form in Layout View
254 Lesson 10

3. Click and drag the Doctors form object from the Navigation pane to the [Add New] tab
near the top of the form. The form tab has been renamed Doctors and all the Doctors
form’s controls appear. A new [Add New] tab appears next to the Doctors tab. Your
screen should resemble Figure 10-22.

Figure 10-22
Navigation form displaying
4. Click and drag the Doctors report object from the Navigation pane to the [Add New]
Doctors form
tab near the top of the form. The form tab has been renamed Doctors Report and all
the Doctors report controls appear. A new [Add New] tab appears next to the Doctors
tab. Your screen should resemble Figure 10-23.

Figure 10-23
Navigation form displaying
Doctors report
 Advanced Forms 255

5. Double-click the Doctors tab and key Doctors Form to rename the tab.
6. Switch to Form View and use the form’s tabs to switch between the form and report.
7. Click the File tab and click Save.
3.1.4 8. In the Save As dialog box, key Doctors Navigation Form and click OK.
9. Click the Close button to close the Doctors Navigation Form.
How do you create
Navigation forms? STOP. CLOSE the database.

SKILL SUMMARY
In This Lesson Objective
You Learned How To: Exam Objective Number
Create Advanced Forms
Use Application Parts to
Create Blank Forms Use Blank forms. 1.3.1
Create a Navigation Form Create Navigation forms. 3.1.4

Knowledge Assessment

Fill in the Blank

Complete the following sentences by writing the correct word or words in the blanks provided.

1. The Forms group, located on the tab, contains commands for

creating all types of forms.
2. When Access creates a Multiple Items form, it is displayed in View.
3. Creating a(n) form allows you to see two views of your data at the
same time.
4. To set properties for a split form, first switch to View.
5. For best results, all should be established before creating a subform.
6. When creating a subform, the primary form is called the form.
7. To create a Navigation form, first select the Navigation button in the
group.
8. A(n) form resembles a datasheet, but it gives you more
customization options.
9. The views in a split form are connected to the same data and are
completely synchronized with each other.
10. Subforms are especially effective when you want to show data from tables or queries
that have a(n) relationship.

Multiple Choice
Select the best response for the following statements or questions.

1. Which tool creates a customizable form that displays multiple records?

a. PivotTable
b. Subform
c. Split Form
d. Multiple Items
256 Lesson 10

2. When you use the Multiple Items tool, the form that Access creates resembles a
a. Control
b. Datasheet
c. Filter
d. Query
3. A split form shows your data in which views?
a. Form View and Datasheet View
b. Layout View and Design View
c. Form View and Design View
d. Layout View and Datasheet View
4. Which split form property allows you to define whether the datasheet appears above,
below, to the left, or to the right of the form?
a. Split Form Orientation
b. Split Form Datasheet
c. Split Form Splitter Bar
d. Split Form Size
5. Which type of form allows you to view data from more than one table or query on the
same form?
a. Multi-item form
b. Split form
c. Subform
d. Navigation form
6. Which tool would you use to create a subform?
a. Form Design
b. Blank Form
c. Form
d. Form Wizard
7. A form/subform combination is sometimes referred to as a
a. Hierarchical form
b. Master/detail form
c. Parent/child form
d. All of the above
8. Which type of form already has a predefined layout and can automatically contain
command buttons?
a. Multi-item form
b. Split form
c. Subform
d. Application Parts Blank form
9. What type of form can be added to a database to simplify your interaction with objects
preventing the need to use the Navigation pane?
a. Subform
b. Blank form
c. Split form
d. Navigation form
10. Unbound forms can be easily created that display messages to users using
a. Application Parts Blank forms
b. Navigation forms
c. Split forms
d. None of the above
 Advanced Forms 257

Competency Assessment

Project 10-1: Create a Multi-Item Form

In your job as a travel agent at Margie’s Travel, you want to create a form that displays multiple
database records but that is more customizable than a datasheet. You use the Multiple Items tool to
create the form.

GET READY. LAUNCH Access if it is not already running.

The Margie’s 1. OPEN the Margie’s Events database from the data files for this lesson.
Events file for this lesson 2. SAVE the database as Margie’s Events XXX (where XXX is your initials).
is available on the book
3. In the Navigation pane, double-click the Events table to open it.
companion website or in
WileyPLUS. 4. On the Create tab, in the Forms group, click the More Forms button and then click the
Multiple Items button on the menu that appears.
5. Scroll down and to the right to view the multiple records on the form.
6. Click the File tab and click Save.
7. In the Save As dialog box, key Events Multiple and click OK.
8. Click the Close button to close the Events Multiple form.
9. Click the Close button to close the Events table.
10. CLOSE the database.
LEAVE Access open for the next project.

Project 10-2: Create a Split Form

Your brother, who owns Wingtip Toys, wants to be able to see two views of his inventory data at the
same time—in Form View and in Datasheet View. He asks you to help him create a split form and to
modify it so that the datasheet is on top.

GET READY. LAUNCH Access if it is not already running.

The Toy Stock file 1. OPEN Toy Stock from the data files for this lesson.
for this lesson is available 2. SAVE the database as Toy Stock XXX (where XXX is your initials).
on the book companion
website or in WileyPLUS. 3. In the Navigation pane, double-click the Inventory table to open it.
4. On the Create tab, in the Forms group, click the More Forms button and then click the
Split Form button on the menu that appears to create the form and display it in Form
View and Datasheet View at the same time.
5. On the Home tab, in the Views group, click the View button and click Design View.
6. Press F4 to display the Property Sheet.
7. Click Form in the drop-down list at the top and click the Format tab, if necessary.
8. Scroll down to the Split Form Orientation property, click the down arrow, and click
Datasheet on Top.
9. Click the Close button to close the Property Sheet.
10. On the Home tab, in the Views group, click the View button and click Layout View to
display the split form with the datasheet on top.
11. Click the File tab and click Save.
12. In the Save As dialog box, key Inventory Split and click OK.
13. Click the Close button to close the Inventory Split form.
14. Click the Close button to close the Inventory table.
15. CLOSE the database.
LEAVE Access open for the next project.
258 Lesson 10

Proficiency Assessment

Project 10-3: Create Forms for the Wine Club Database

Information about each selection for the Coho Vineyard monthly wine club is stored in an Access
database. As purchasing manager, you use the database frequently and need to have several types of
forms available to work with the data. Create a multi-item form and a split form.

GET READY. LAUNCH Access if it is not already running.

The Wines file for 1. OPEN Wines from the data files for this lesson.
this lesson is available 2. SAVE the database as Wines XXX (where XXX is your initials).
on the book companion
3. Create a multi-item form for the red wine table.
website or in WileyPLUS.
4. Name the form Red Wines Multi and close it.
5. Create a multi-item form for the white wine table.
6. Name the form White Wines Multi and close it.
7. Create a split form for the red wine table.
8. Name the form Red Wines Split and close it.
9. Create a split form for the white wine table.
10. Name the form White Wines Split and close it.
11. LEAVE the database open for the next project.
LEAVE Access open for the next project.

Project 10-4: Create a Subform

As purchasing manager for Coho Winery, it would be helpful to view data about wines by distributor.
Create a subform that shows the red wines in the monthly club by distributor.

GET READY. LAUNCH Access if it is not already running.

1. On the Create tab, in the Forms group, click Form Wizard.
2. In the first screen on the Form Wizard, select Table: Red Wines in the Tables/Queries
box.
3. Move the Bottled, Label, and Type fields to the Selected Fields box.
4. Select Table: Distributors in the Tables/Queries box.
5. Move the Company field to the Selected Fields box.
6. In the second screen of the Form Wizard, choose to view your data by distributors.
7. In the third screen of the Form Wizard, choose to view your data in tabular layout.
8. In the final screen of the Form Wizard, accept the default form names and click Finish.
9. Navigate to the third record to see which red wines in your monthly club are
distributed by Northwind Traders.
10. Close the form.
11. CLOSE the database.
LEAVE Access open for the next project.
 Advanced Forms 259

Mastery Assessment

Project 10-5: Modify a Split Form

As the manager at Southridge Video, you created a split form to work with the used game information
in the Access database. However, when you open the form, it appears that someone has made changes
because the datasheet is on the right and the splitter bar is not visible. Change the form properties back
to the way you want them.

GET READY. LAUNCH Access if it is not already running.

The Used Games 1. OPEN Used Games from the data files for this lesson.
file for this lesson is 2. SAVE the database as Used Games XXX (where XXX is your initials).
available on the book
3. Open the split form Games.
companion website or in
WileyPLUS. 4. Switch to Design View and open the form properties.
5. Change the property to make the datasheet appear on the top.
6. Change the property to make the splitter bar visible, thus allowing the form and
datasheet to be resized.
7. Change the form property so the form will open with the splitter bar in the same
position in which you last left it.
8. Change the property to allow edits to be made on the datasheet.
9. Change the property to print only the datasheet portion of the form.
10. Switch to Layout View.
11. Close the form and save the changes to the design when prompted.
12. CLOSE the database.
LEAVE Access open for the next project.

Project 10-6: Create a Navigation Form

Your son plays on a recreational league basketball team, and you have volunteered to manage the
team’s database of games, players, and statistics by tracking and updating data. In order to be able to
quickly and efficiently update data, you decide to create a Navigation form.

GET READY. LAUNCH Access if it is not already running.

The Stats file for 1. OPEN Stats from the data files for this lesson.
this lesson is available 2. SAVE the database as Stats XXX (where XXX is your initials).
on the book companion
3. Use the Stats: Table and the skills you have learned in this lesson to create a
website or in WileyPLUS.
Navigation form using the Vertical Tabs, Left layout.
4. Save the form as Games, Player, Stats Navigation Form and close it.
5. CLOSE the database.
CLOSE Access.
260 Lesson 10

INTERNET READY users. When finished, click the Access training on Office.com
link in the Resources for all Access 2010 users category. On
Get help learning Access or other Microsoft
the Training courses page, shown in Figure 10-24, you can
Office applications with self-paced training courses and more.
find links to several articles to help you improve your skills,
Using your browser, go to office.microsoft.com and conduct
as well as training courses to help you practice your skills.
a search for Resources for learning Access 2010. Explore
Online resources don’t have to be dull. These training courses
the page that contains several helpful links to Access 2010
also contain audio and slideshows to help you learn visually.
resources arranged in categories for different types of Access

Figure 10-24
Training courses page
 Circling Back 2 261

Circling Back 2

Woodgrove Real Estate is growing and adding more listings. Your office has added another real
estate agent and has begun listing commercial properties as well as residential ones. The database
you created has been a great way to keep track of all the listings and other relevant information.
As you learn more about Access, you begin using it for a wider variety of tasks.

Project 1: Create and Format a Report

You want to create a report to display data about each agent’s listings. Use the Report Wizard
and then switch to Design View to make changes to the format and add a control.
GET READY. LAUNCH Access if it is not already running.
The Real Estate file 1. OPEN the Real Estate database from the data files for this lesson.
for this lesson is available 2. SAVE the database as Real Estate XXX (where XXX is your initials).
on the book companion
3. On the Create tab, in the Reports group, click the Report Wizard button.
website or in WileyPLUS.
4. In the Tables/Queries menu, choose Table: Listings.
5. Click the >> button to move all the fields into the Selected Fields list.
6. Click the ID field to select it and click the < button to move it back to the Available
Fields list.
7. Click the Next > button.
8. Click the Listing Agent field to select it and click the > button to add it as a
grouping level.
9. Click the Next > button.
10. Select Price from the fields menu to sort in ascending order and click the Next > button.
11. In the Layout section, click the Outline button. In the Orientation section, click the
Landscape button. Click Next.
12. Key Listings Report as the title of the report.
13. Click Finish to display the Listings Report.
14. On the Print Preview tab, in the Close Preview group, click the Close button on Print
Preview to display the report in Design View.
15. In the Listing Agent Header section, click and drag the right border of the Listing
Agent field to make it smaller.
16. Continue clicking and dragging the borders of the remaining report fields to size them
so your report looks similar to the report displayed in Report View, as shown in Figure 1.

Figure 1
Listings report
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17. Click the Close button on the Listings Report to close the report and save the changes
when prompted.
PAUSE. LEAVE the database open to use in the next project.

Project 2: Create and Modify Queries

You want to query the database to find all the house sales that closed in June. Create a query
using the Query Wizard and then add criteria to get the information you need.
USE the database that is open from the previous project.
1. On the Create tab, in the Other group, click the Query Wizard button to display the
New Query dialog box.
2. Click Simple Query Wizard and then click OK to display the Simple Query Wizard.
3. In the Tables/Queries drop-down list, click Table: Houses Sold.
4. Under Available Fields, double-click Listing Agent, Address, Selling Price, and Closing
Date to move them to the Selected Fields box.
5. Click the Next > button to display the next screen. Detail query should be selected.
6. Click the Next > button to display the final screen.
7. Click the Finish button to display the query.
8. On the Home tab, in the Views group, click the View button and click Design View.
9. In the Criteria row of the Closing Date field, key Between #6/1/2011# And
#6/30/2012#.
10. On the Design tab, in the Results group, click the View button and click Datasheet
View to display the query results of all records for houses that closed in June.
11. Right-click the Closing Date field header and choose Sort Oldest to Newest on the
menu. Your query should look similar to Figure 2.

Figure 2
Query results 12. Click the Close button on the Houses Sold Query to close the query. When prompted
to save, click Yes.
PAUSE. LEAVE the database open for the next project.
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Project 3: Sum Table Data

You want to know the total value of the current listings. Open the table and add a Totals row to
get this information.
USE the database that is open from the previous project.
1. Open the Listings table.
2. On the Home tab, in the Records group, click the Totals button. The Totals row appears
below the asterisk (*) row.
3. Click the down arrow in the Price column of the Totals row. Select Sum from the
menu. Your screen should look similar to Figure 3.

Figure 3
Totals row 4. On the Home tab, in the Records group, click the Totals button to hide the Totals row.
5. On the Home tab, in the Records group, click the Totals button again. The Totals
row reappears.
6. Save and close the table.
PAUSE. LEAVE the database open for the next project.

Project 4: Create a Subform

You want to see the real estate agent’s contact information along with the listings. Use the Form
Wizard to create a subform that will show all the data in the same place.
USE the database that is open from the previous project.
1. On the Create tab, in the Forms group, click Form Wizard.
2. In the first screen on the Form Wizard, click the Tables/Queries box down arrow and
click Table: Agents.
3. In the Available Fields box, double-click the Last Name, First Name, and Mobile Phone
fields to move them to the Selected Fields box.
4. Click the Tables/Queries box down arrow and click Table: Listings.
5. In the Available Fields box, double-click the Address, Square Feet, and Price fields to
move them to the Selected Fields box.
6. Click Next >.
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7. In the How do you want to view your data? box, click by Agents. The Form with
subform(s) radio button should be selected.
8. Click Next >.
9. Click the Tabular radio button to select that as the layout for your subform.
10. Click Next >.
11. Click the Finish button to create the Agents form with the Listings subform. Your form
should look similar to Figure 4.

Figure 4
Subform 12. In the Navigation pane, double-click the Listings subform to open it.
13. Scroll down to see the data contained in the records and then click the Close button
on the Listings subform to close the subform.
14. Click the Close button on the Agents table to close it.
STOP. CLOSE the database.