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Tutorial 4

  Creating Forms and Reports

Microsoft Access 2010
           ®
Objectives                                       XP

      • Create a form using the Form Wizard
      • Apply a theme to a form
      • Add a picture to a form
      • Change the color and line type of items on a
        form
      • Find and maintain data using a form
      • Preview and print selected form records



New Perspectives on Microsoft Access 2010                   2
Objectives                                     XP


      •    Create a form with a main form and a subform
      •    Create a report using the Report Wizard
      •    Apply a theme to a report
      •    Resize fields in a report
      •    Insert a picture in a report
      •    Use conditional formatting in a report
      •    Preview and print a report


New Perspectives on Microsoft Access 2010                 3
Form Displayed in Form View           XP




New Perspectives on Microsoft Access 2010        4
Creating a Form                                 XP
      Using the Form Wizard
      • The Form Wizard allows you to choose some
        or all of the fields in the selected table or
        query, choose fields from other tables and
        queries, and display the selected fields in any
        order on the form
      • Click the Create tab in the Ribbon
      • In the Forms group, click the Form Wizard
        button


New Perspectives on Microsoft Access 2010                  5
Creating a Form                       XP
      Using the Form Wizard




New Perspectives on Microsoft Access 2010        6
Creating a Form                       XP
      Using the Form Wizard




New Perspectives on Microsoft Access 2010        7
Applying a Theme to a Form                       XP


      • Display the form in Layout view
      • In the Themes group on the Design tab, click
        the Themes button
      • In the displayed gallery, click the theme you
        want to apply to all objects; or, right-click the
        theme to display the shortcut menu, and then
        choose to apply the theme to the current
        object only or to all matching objects


New Perspectives on Microsoft Access 2010                   8
Adding a Picture to a Form                      XP


      • A picture is one of many controls you can add
        and modify on a form
      • A control is an item on a form, report, or other
        database object that you can manipulate to
        modify the object’s appearance
      • In the Header/Footer group on the Design
        tab, click the Logo button
      • Navigate to the picture you want to insert and
        then click the OK button

New Perspectives on Microsoft Access 2010                  9
Adding a Picture to a Form            XP




New Perspectives on Microsoft Access 2010        10
Changing the Color of the Form Title          XP


      • The Font group on the Format tab provides
        many options you can use to change the
        appearance of text on a form




New Perspectives on Microsoft Access 2010                11
Changing the Type of Line on a Form XP
      • A line on a form, such as the box around each
        field value, is another type of control that you
        can modify in Layout view




New Perspectives on Microsoft Access 2010                  12
Finding Data in a Form or Datasheet                     XP

      • Open the form or datasheet, and then select the field you
        want to search
      • In the Find group on the Home tab, click the Find button
        to open the Find and Replace dialog box
      • In the Find What box, type the field value you want to
        find
      • Complete the remaining options, as necessary, to specify
        the type of search to conduct
      • Click the Find Next button to begin the search
      • Click the Find Next button to continue searching for the
        next match
      • Click the Cancel button to stop the search operation
New Perspectives on Microsoft Access 2010                           13
Finding Data in a Form or Datasheet   XP




New Perspectives on Microsoft Access 2010        14
Finding Data in a Form or Datasheet   XP




New Perspectives on Microsoft Access 2010        15
Maintaining Table Data Using a FormXP
      • Maintaining data using a form is often easier
        than using a datasheet, because you can
        concentrate on all the changes required to a
        single record at one time




New Perspectives on Microsoft Access 2010               16
Previewing and Printing                           XP
      Selected Form Records
      • Access prints as many form records as can fit
        on a printed page




New Perspectives on Microsoft Access 2010                    17
Report in Print Preview               XP




New Perspectives on Microsoft Access 2010        18
Creating a Form with a Main Form             XP
      and a Subform
      • When you create a form containing data from
        two tables that have a one-to-many
        relationship, you actually create a main form
        for data from the primary table and a subform
        for data from the related table




New Perspectives on Microsoft Access 2010               19
Creating a Form with a Main Form      XP
      and a Subform




New Perspectives on Microsoft Access 2010        20
Creating a Report                              XP
      Using the Report Wizard
      • The Report Wizard asks you a series of
        questions and then creates a report based on
        your answers
      • A report is a formatted printout of the
        contents of one or more tables or queries in a
        database
      • You can change the report’s design after you
        create it


New Perspectives on Microsoft Access 2010                 21
Creating a Report                                 XP
      Using the Report Wizard
      • Click the Create tab on the Ribbon
      • In the Reports group on the Create tab, click
        the Report Wizard button




New Perspectives on Microsoft Access 2010                    22
Creating a Report                     XP
      Using the Report Wizard




New Perspectives on Microsoft Access 2010        23
Creating a Report                     XP
      Using the Report Wizard




New Perspectives on Microsoft Access 2010        24
Creating a Report                     XP
      Using the Report Wizard




New Perspectives on Microsoft Access 2010        25
Modifying a Report’s Design                   XP
      in Layout View
      • Click the Layout View button on the status bar




New Perspectives on Microsoft Access 2010                26
Modifying a Report’s Design           XP
      in Layout View




New Perspectives on Microsoft Access 2010        27
Using Conditional Formatting                   XP
      in a Report
      • Conditional formatting in a report (or form) is
        special formatting applied to certain field
        values depending on one or more conditions
      • Click the appropriate field value
      • In the Control Formatting group on the Format
        tab, click the Conditional Formatting button
      • Click the New Rule button



New Perspectives on Microsoft Access 2010                 28
Using Conditional Formatting          XP
      in a Report




New Perspectives on Microsoft Access 2010        29
Using Conditional Formatting          XP
      in a Report




New Perspectives on Microsoft Access 2010        30

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New Perspectives: Access.04

  • 1. Tutorial 4 Creating Forms and Reports Microsoft Access 2010 ®
  • 2. Objectives XP • Create a form using the Form Wizard • Apply a theme to a form • Add a picture to a form • Change the color and line type of items on a form • Find and maintain data using a form • Preview and print selected form records New Perspectives on Microsoft Access 2010 2
  • 3. Objectives XP • Create a form with a main form and a subform • Create a report using the Report Wizard • Apply a theme to a report • Resize fields in a report • Insert a picture in a report • Use conditional formatting in a report • Preview and print a report New Perspectives on Microsoft Access 2010 3
  • 4. Form Displayed in Form View XP New Perspectives on Microsoft Access 2010 4
  • 5. Creating a Form XP Using the Form Wizard • The Form Wizard allows you to choose some or all of the fields in the selected table or query, choose fields from other tables and queries, and display the selected fields in any order on the form • Click the Create tab in the Ribbon • In the Forms group, click the Form Wizard button New Perspectives on Microsoft Access 2010 5
  • 6. Creating a Form XP Using the Form Wizard New Perspectives on Microsoft Access 2010 6
  • 7. Creating a Form XP Using the Form Wizard New Perspectives on Microsoft Access 2010 7
  • 8. Applying a Theme to a Form XP • Display the form in Layout view • In the Themes group on the Design tab, click the Themes button • In the displayed gallery, click the theme you want to apply to all objects; or, right-click the theme to display the shortcut menu, and then choose to apply the theme to the current object only or to all matching objects New Perspectives on Microsoft Access 2010 8
  • 9. Adding a Picture to a Form XP • A picture is one of many controls you can add and modify on a form • A control is an item on a form, report, or other database object that you can manipulate to modify the object’s appearance • In the Header/Footer group on the Design tab, click the Logo button • Navigate to the picture you want to insert and then click the OK button New Perspectives on Microsoft Access 2010 9
  • 10. Adding a Picture to a Form XP New Perspectives on Microsoft Access 2010 10
  • 11. Changing the Color of the Form Title XP • The Font group on the Format tab provides many options you can use to change the appearance of text on a form New Perspectives on Microsoft Access 2010 11
  • 12. Changing the Type of Line on a Form XP • A line on a form, such as the box around each field value, is another type of control that you can modify in Layout view New Perspectives on Microsoft Access 2010 12
  • 13. Finding Data in a Form or Datasheet XP • Open the form or datasheet, and then select the field you want to search • In the Find group on the Home tab, click the Find button to open the Find and Replace dialog box • In the Find What box, type the field value you want to find • Complete the remaining options, as necessary, to specify the type of search to conduct • Click the Find Next button to begin the search • Click the Find Next button to continue searching for the next match • Click the Cancel button to stop the search operation New Perspectives on Microsoft Access 2010 13
  • 14. Finding Data in a Form or Datasheet XP New Perspectives on Microsoft Access 2010 14
  • 15. Finding Data in a Form or Datasheet XP New Perspectives on Microsoft Access 2010 15
  • 16. Maintaining Table Data Using a FormXP • Maintaining data using a form is often easier than using a datasheet, because you can concentrate on all the changes required to a single record at one time New Perspectives on Microsoft Access 2010 16
  • 17. Previewing and Printing XP Selected Form Records • Access prints as many form records as can fit on a printed page New Perspectives on Microsoft Access 2010 17
  • 18. Report in Print Preview XP New Perspectives on Microsoft Access 2010 18
  • 19. Creating a Form with a Main Form XP and a Subform • When you create a form containing data from two tables that have a one-to-many relationship, you actually create a main form for data from the primary table and a subform for data from the related table New Perspectives on Microsoft Access 2010 19
  • 20. Creating a Form with a Main Form XP and a Subform New Perspectives on Microsoft Access 2010 20
  • 21. Creating a Report XP Using the Report Wizard • The Report Wizard asks you a series of questions and then creates a report based on your answers • A report is a formatted printout of the contents of one or more tables or queries in a database • You can change the report’s design after you create it New Perspectives on Microsoft Access 2010 21
  • 22. Creating a Report XP Using the Report Wizard • Click the Create tab on the Ribbon • In the Reports group on the Create tab, click the Report Wizard button New Perspectives on Microsoft Access 2010 22
  • 23. Creating a Report XP Using the Report Wizard New Perspectives on Microsoft Access 2010 23
  • 24. Creating a Report XP Using the Report Wizard New Perspectives on Microsoft Access 2010 24
  • 25. Creating a Report XP Using the Report Wizard New Perspectives on Microsoft Access 2010 25
  • 26. Modifying a Report’s Design XP in Layout View • Click the Layout View button on the status bar New Perspectives on Microsoft Access 2010 26
  • 27. Modifying a Report’s Design XP in Layout View New Perspectives on Microsoft Access 2010 27
  • 28. Using Conditional Formatting XP in a Report • Conditional formatting in a report (or form) is special formatting applied to certain field values depending on one or more conditions • Click the appropriate field value • In the Control Formatting group on the Format tab, click the Conditional Formatting button • Click the New Rule button New Perspectives on Microsoft Access 2010 28
  • 29. Using Conditional Formatting XP in a Report New Perspectives on Microsoft Access 2010 29
  • 30. Using Conditional Formatting XP in a Report New Perspectives on Microsoft Access 2010 30