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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