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PowerPoint Presentation to AccompanyGO! with Microsoft® Office 2007 Introductory
Chapter 14Forms, Filters, and Reports
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Objectives• Create a Form• Use a Form to Add and Delete Records• Create a Form by Using the Form
Wizard• Modify a Form in Design View and
Layout View• Filter Records
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Objectives• Create a Report by Using the Report Tool• Create a Report by Using the Blank
Report Tool• Create a Report by Using the Report
Wizard• Modify the Design of a Report• Print a Report and Keep Data Together
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Create and Use a Form• A form is an Access object in which
fields are laid out in a visually attractive format.
• Forms display only one record at a time.
• New forms can be used immediately or can be modified.
• Records edited or created in a form automatically update underlying table or tables.
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Create and Use a Form• Open table (data source).• On Ribbon, click Create tab.• In Forms group, click Form button to
create a simple top-to-bottom format for form.
• To enter data, view must be changed to Form view.
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Create and Use a Form
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Create a Form• Access form
– object with which you can enter, edit, or display data from a table or a query
– used to control access to the data– some display one record at a time and are
useful for data entry• Simple forms created quickly with
Form tool
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Create a Form
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Use a Form to Add and Delete Records
• Records can be located and deleted using a form.
• To prevent data errors a single-record form can be used to add and delete records.
• Forms are based on or bound to a table where the records are stored.– Data entered into a form can be viewed in the
table and vice versa.
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Use a Form to Add and Delete Records
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Use a Form to Add and Delete Records
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Create a Form by Using the Form Wizard
• A form should be planned for the individuals entering or viewing the records.
• The Form Wizard will create a form quickly giving you more flexibility.
• You select:– fields to include– style to apply– layout
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Create a Form by Using the Form Wizard
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Create a Form by Using the Form Wizard
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Modify a Form in Design View and Layout View
• You can modify forms in Design view and in Layout view.
• Design view provides a detailed structure of the form, but not the underlying data.
• Layout view provides a quick way to change the form’s design.
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Modify a Form in Design View and Layout View
• Design view sections– Form Header– Detail– Form Footer
• Each section is designated by a bar called a section bar.
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Modify a Form in Design View and Layout View
• Controls– Display data, perform actions, and enable you
to view and work with information.– Text box control is the most commonly used.
• Bound controls display data from the underlying table.
• Unbound controls have no source of data.
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Modify a Form in Design View and Layout View
• Layout view– Used to change the form’s control layout,
which is the grouped arrangement of controls on a form
– Provides a quick way to add or move content
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Modify a Form in Design View and Layout View
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Filter Records• Filtering records in a form
– Displays only a portion (subset) of the total records based on matching specific values
– Provides a quick answer– You can save results
• Filter By Selection command retrieves only the records that contain the value in the selected field.
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Filter Records
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Filter Records• Filter By Form command
– Filters records in a form based on one or more fields
– Can filter based on more than one value in the same field
– Provides more flexibility than Filter By Selection when your answer requires matching multiple values
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Filter Records
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Create a Report by Using the Report Tool
• Report: a database object– Summarizes fields and records from table or
query– Consists of information pulled from record
source and report design• Record source: the underlying data in
tables and queries
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Create a Report by Using the Report Tool
• Report tool – Fastest way to create a report– Generates a report immediately by displaying
all the fields and records from the record source
– Provides a way to look at the underlying data in an easy-to-read format
– The report can be saved and then modified in Layout view or Design view
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Create a Report by Using the Report Tool
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Create a Report by Using the Blank Report Tool
• Blank Report tool – Provides the opportunity to create a report
from scratch– Is an efficient way to create a report if you
plan to include only a few fields
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Create a Report by Using the Blank Report Tool
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Create a Report by Using the Blank Report Tool
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Create a Report by Using the Report Wizard
• The Report Wizard– Provides flexibility and control of content and
design– Enables you to specify how data is grouped
and sorted– Can use fields from multiple related queries or
tables
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Create a Report by Using the Report Wizard
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Create a Report by Using the Report Wizard
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Create a Report by Using the Report Wizard
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Modify the Design of a Report• Layout view
– Change format of controls, add controls, remove controls
– Change placement of controls in report
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Modify the Design of a Report
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Modify the Design of a Report• Design view
– Provides a more detailed view of the report’s structure
– You can view the header and footer bands for the report, for the page, and for groups
– Does not provide the underlying data
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Modify the Design of a Report
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Print a Report and Keep Data Together
• Preview the report before printing.– Ensure all labels and data are fully displayed.– Look for page breaks occurring in the middle
of a group of data.– Where necessary, you can keep the whole
group together on one page.
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Print a Report and Keep Data Together
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Covered Objectives• Create a Form• Use a Form to Add and Delete Records• Create a Form by Using the Form
Wizard• Modify a Form in Design View and
Layout View • Filter Records
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Covered Objectives• Create a Report by Using the Report Tool• Create a Report by Using the Blank
Report Tool• Create a Report by Using the Report
Wizard• Modify the Design of a Report• Print a Report and Keep Data Together