tutorial 4 creating forms and reports - koç...

Microsoft Access 2013® ®

Tutorial4CreatingFormsandReports

XPXPXPObjectives• Session4.1– CreateaformusingtheFormWizard– Applyathemetoaform– Addapicturetoaform– Changethecoloroftextonaform– Findandmaintaindatausingaform– Previewandprintselectedformrecords– Createaformwithamainformandasubform

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XPXPXPObjectives(Cont.)• Session4.2– CreateareportusingtheReportWizard– Applyathemetoareport– Changethealignmentoffieldvaluesonareport–Moveandresizefieldsinareport– Insertapictureinareport– Changethecoloroftextonareport– Applyconditionalformattinginareport– Previewandprintareport

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XPXPXPCreatingFormsandReports

• Case- ChathamCommunityHealthServicesUsingFormsandReportstoDisplayPatientandVisitData

– UserwantsthedatabasetoincludeaformbasedonthePatienttabletomakeiteasierforstaffmemberstoenterandchangedataabouttheclinic’spatients

– AlsowantsthedatabasetoincludeaformthatshowsdatafromboththePatientandVisittablesatthesametime

– Wouldliketoincludeaformattedreportofpatientandvisitdatasotheywillhaveprintedoutputwhencompletingpatientanalysesandplanningstrategiesforcommunityoutreachefforts

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XPXPXPCreatingFormsandReports(Cont.)

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XPXPXPCreatingFormsandReports(Cont.)

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XPXPXPCreatingaFormUsingtheFormWizard

• A formisanobjectyouusetoenter,edit,andviewrecordsinadatabase– Youcandesignyourown

formsorhaveAccesscreate themforyouautomatically

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XPXPXPCreatingaFormUsingtheFormWizard(Cont.)

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XPXPXPModifyingaForm’sDesigninLayoutView

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• YoumightneedtomodifyitsdesigninLayoutviewtoimproveitsappearanceortomaketheformeasiertouse• InLayoutview,youseetheformasitappearsinForm

view,butyoucanstillmodifytheform’sdesign• InFormview,youcannotmakeanydesignchanges

• Layoutviewmakesiteasyforyoutoseetheresultsofanydesignchangesyoumake• Youcancontinuetomakechanges,undomodifications,

andreworkthedesigninLayoutviewtoachievethelookyouwantfortheform

XPXPXPModifyingaForm’sDesigninLayoutView(Cont.)

• ApplyingaThemetoaForm– Bydefault,aformsusetheOfficetheme,whichdeterminesthecolorandfontusedontheform

– Accessprovidesmanybuilt-inthemes• Makesiteasytocreateobjectswithaunified look

• Youcanalsocreateacustomized theme ifnoneofthebuilt-inthemessuityourneeds

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XPXPXPModifyingaForm’sDesigninLayoutView(Cont.)

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XPXPXPModifyingaForm’sDesigninLayoutView(Cont.)

• AddingaPicturetoaForm– Apictureisoneofmanycontrolsyoucanaddandmodifyonaform• Acontrol isanitemonaform, report,orotherdatabaseobjectthatyoucanmanipulate tomodifytheobject’sappearance

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XPXPXPModifyingaForm’sDesigninLayoutView(Cont.)

• ChangingtheColoroftheFormTitle– TheFontgroupontheFORMATtabprovidesmanyoptionsyoucanusetochangetheappearanceoftextonaform

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XPXPXPNavigatingaForm• Toview,navigate,andchangedatausingaform,youneedtodisplaytheforminFormview– Navigateaforminthesamewaythatyounavigateatabledatasheet

– ThenavigationmodeandeditingmodekeyboardshortcutsyouusedwithdatasheetsinTutorial3arethesamewhennavigatingaform

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XPXPXPFindingDataUsingaForm• TheFindcommandletsyousearchfordatainadatasheetsoyoucandisplayonlythoserecordsyouwanttoview

• YoucanalsousetheFindcommandtosearchfordatainaform– Youchooseafieldtoserveasthebasisforthesearchbymakingthatfieldthecurrentfield,andthenyouenterthevalueyouwantAccesstomatchintheFindandReplacedialogbox

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XPXPXPFindingDataUsingaForm(Cont.)

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XPXPXPMaintaining TableDataUsingaForm

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• Maintainingdatausingaformisofteneasierthanusingadatasheetbecauseyoucanfocusonallthechangesforasinglerecordatonetime

• InFormview,youcaneditthefieldvaluesforarecord,deletearecordfromtheunderlyingtable,oraddanewrecord

XPXPXPPreviewingandPrintingSelectedFormRecords

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• Accessprintsasmanyformrecordsascanfitonaprintedpage– Ifonlypartofaformrecord fitsonthebottomofapage, the

remainder oftherecordprintsonthenextpage

• Accessallowsyoutoprintallpagesorarangeofpages.Inaddition,youcanprintthecurrentlyselectedformrecord

XPXPXP

• Tocreateaformbasedontwotables,youmustfirstdefinearelationshipbetweenthetwotables– Whenyoucreateaformcontainingdatafromtwotables thathavea

one-to-many relationship, youactuallycreateamainformfordatafromtheprimarytableandasubform fordatafromtherelated table

– Accessuses thedefined relationship between thetables tojointhemautomaticallythrough thecommonfield thatexists inbothtables

CreatingaFormwithaMainFormandaSubform

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XPXPXPCreatingaFormwithaMainFormandaSubform(Cont.)

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XPXPXPCreatingaReportUsingtheReportWizard

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XPXPXP

• A reportisaformattedprintoutorscreendisplayofthecontentsofoneormoretablesorqueriesinadatabase– InAccess,youcancreateyourownreportsorusetheReportWizardtocreatethemforyou

– Youcanalwayschangeareport’sdesignafteryoucreateit

CreatingaReportUsingtheReportWizard(Cont.)

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XPXPXPCreatingaReportUsingtheReportWizard(Cont.)

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XPXPXPCreatingaReportUsingtheReportWizard(Cont.)

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XPXPXP

• ApplyingaThemetoaReport– Thesamethemes available forformsarealsoavailable forreports– Youcanchoose toapplyathemetothecurrent reportobjectonly,or

toallreports inthedatabase

• ChangingtheAlignmentofFieldValues– TheFORMATtabinLayoutview,oneoftheREPORTLAYOUTTOOLS

contextual tabs,provides optionsforyoutoeasilymodifytheformatofvariousreportobjects

ModifyingaReport’sDesigninLayoutView

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XPXPXP

• MovingandResizingFieldsonaReport– WorkinginLayoutview,youcanresizeandrepositionfieldsandfieldvalueboxestoimprovetheappearanceofareportortoaddresstheproblemofsomefieldvaluesnotbeingcompletelydisplayed

ModifyingaReport’sDesigninLayoutView(Cont.)

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XPXPXP

• ChangingtheTitleFontColorandInsertingaPictureinaReport– Youcanchangethecoloroftextonareporttoenhanceitsappearance

– Youcanalsoaddapicturetoareportforvisualinterestortoidentifyaparticularsectionofthereport

ModifyingaReport’sDesigninLayoutView(Cont.)

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XPXPXPUsingConditional Formatting inaReport

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• Conditionalformatting inareport(orform)isspecialformattingappliedtocertainfieldvaluesdependingononeormoreconditions—similartocriteriayouestablishforqueries– Ifafieldvaluemeetstheconditionorconditionsyouspecify,theformattingisappliedtothevalue

XPXPXPUsingConditional Formatting inaReport(Cont.)

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XPXPXPUsingConditionalFormattinginaReport(Cont.)

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• ViewingthedatabaseobjectsintheNavigationPane