LSP 121

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LSP 121

• Access Forms and Reports

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Access Forms
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Displaying Data The Form

• One way to start a form is to use the Form Wizard
• Lets create a form for our Real Estate database,
  for the Listings table (well do a little bit of
  Activity 4 but not all of it)

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Forms Continued

• Now go back into Design View to edit the form
• Resize windows
• Move fields around
• Many more properties / controls available

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Toolbox Basic Controls

• Label controls headings, labels, captions,
  instructions
• Text box controls data is displayed or entered
  here
• Toggle buttons, option / radio buttons, check
  boxes
• Option group contains multiple toggle buttons

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Toolbox Basic Controls

• List box a pull down menu which is always down
• Combo box a pull down menu which you must pull
  down, and also lets you add an option that is not
  on the list
• When working with forms, notice Table button (or
  Field List), Toolbox button, and Wizard button in
  Toolbox

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Sample Form

• Lets try another example
• Create a form using Name text 50, Married Yes/No,
  Employed Yes/No, Home Owner Yes/No, City text 50,
  and State text 2
• Make Name a text box, Married a toggle button,
  Employed a check box, Home Owner an option
  button, City a combo box, and State a list box

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Sample Form

• Click on Field List button. If you cant click
  on this, click on Properties and set Record
  Source to appropriate table
• Click on Toolbox and make sure Wizard button is
  pressed
• Click on ab, then click and drag on Name field
• Click on Toggle button, then click and drag on
  Married field
• Now put a caption or a picture in the toggle
  button using Properties

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Properties

• Pretty much everything in Access has a list of
  properties associated with it
• To display properties, you can click on View ?
  Properties from the menu bar
• Or you can right click on an item
• Lets look at some properties

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Creating a Form Using Multiple Tables

• Create form for main table
• On toolbox, click on subform button (make sure
  the Wizard button is pressed)
• Answer the wizards questions

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Forms Continued

• Note if you change the data on the form, you
  are changing it in the database!
• You can use the form for entering new data
• You can create a form for a query and if you
  enter new data on the query form, it changes the
  data in the table!
• Lets stop here and try our activity

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Access Reports
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Parts of a Report

• A report has the following parts
• Report header (one per report)
• Page header (one per page)
• Detail (each line of information)
• Page footer (one per page)
• Report footer (one per report)

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ABC Monthly Report (page header) Employee ID Ex
pense Job Title (detail section) Jones 123 134
.40 Engineer Smith 234 333.22 Programmer Zygot
e 345 123.33 Analyst April 19,
2007 (page footer)
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Creating a Report

• Use the Wizard to create a report
• Here are the first questions

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Creating a Report

• Do you want to group items in your report? For
  example, do you want to group by job title?

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Creating a Report

• Or maybe you want to group them by city?

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Creating a Report

• For the remaining fields, do you want them in any
  particular order?

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Creating a Report

• Finally, do you want a total of all salaries?
• Click on Summary Options and get this

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Creating a Report

• What kind of report layout would you like?

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Creating a Report

• Finally, you may have to go into Design View to
  clean up the report

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Lets Try an Example

• Using the Real Estate database, create a report
  which uses the fields from the Listings table and
  includes the Listing Number, Address, City, Frame
  Type and Taxes. Group by City. Total the Taxes.
• Lets say the report is done but now you want to
  add the average of all taxes to the report
  footer? How do we do that?