Forms

1. Forms Dawn Squires

2. What’s so neat about form view? • When viewing a table in Access, all of the records are visible simultaneously. • Sometimes that can be confusing. • To view only one record at a time, but see all of the fields, use Form View. • The neat part is that a form can also be used to input data.

3. How do I create a form? • There are two ways. • In your objects window, merely highlight the table that you want the form based on. • Click on the Create tab and click the form button. • Voila! A form has been created that contains all of the fields in the table that were highlighted!

4. Standard BCS-CA2-1 e • This standards says that you should be able to design, create, and modify data forms utilizing advanced features. • Now we will examine creating forms with advanced features.

5. I need to see the table and form at the same time . . . • This can be done by creating a split form. • A split form combines a datasheet and a form. • Using our nursing home database, follow these steps to create a split view. • Select the Employee table in the navigation pane. • If not already there, click on the “create” tab on the ribbon.

6. Split Forms (continued) • Click the Split Form button to create a split form. • A form is created and the datasheet (table) is also shown in the window.

7. Create Form using Form Wizard • A form can also be created based on more than one table. • A form can also be created that only shows some of the fields in the datasheet (table).

8. To create a form using the Form Wizard • Click on the Create tab. • In the Forms section, click the More Forms drop down arrow and select Form Wizard. • A wizard windows opens. • Click the drop-down arrow by under the heading Tables/Queries and select the Employee Table.

9. Form Wizard Continued • All of the fields that are available to be inserted in the form are shown in the left section. • Select the fields SSN, First Name, Last Name, Street Address, City, State, Zip – press the greater than sign to select the fields. • Click Next • Explore the various layouts – select Columnar • Click Next • Explore the various styles – Select Module • Click Next • Type the Name you want the form to have – Employee Dawn Squires (Append your name to the end of the Form) • Click Finish. Your completed form should appear. • You can advance through the fields by pressing the tab key. • To advance to the next record, click the right arrow button in the record section at the bottom of the screen.

10. Combo boxes, Radio Buttons, Drop-Down Boxes, etc. • If the table you based your form on contained combo boxes, radio button, drop-down boxes, etc., these are automatically included in your form.

11. Things to Think About when Designing a Form • Forms should be visually appealing. • The data should be logically arranged and clear. • A well designed form will increase the speed of entering data in the form and will also increase accuracy of data. • Don’t clutter the form. • When you select a style, consistently use the same style throughout the database design. • Uniformity!

12. 3 Ways to View Forms in Access • Form view • Shows the form on the screen • Layout view • Simialr to Form view – shows the form on the screen. • Data cannot be updated in layout view • Can make changes to layout of form on the screen • Design view • Allows you to make changes, but doesn’t show the actual form. • Most useful when changes need are especially complex.

13. Layout View • Open the Form Employee – Your Name. • Click the View drop-down arrow, and select Layout view. • Click the Format tab on the ribbon, if not selected. • Click a field in the form to select it. • Click the Gridlines button on the Format tab to display the Gridlines menu. • Select Both to display horizontal and vertical gridlines.

14. Form View continued • You can add special items to forms, such as a logo or title. • You can also add the date/time. • To add these items, simply use the correct button in the Controls group of the Format tab. • Click in the Form header outside of the title to select the Form header. • Click the Date and Time button on the Format tab to display the Date and Time dialog box. • Click on the Date and Time Format of your choosing. • Click Okay – The date and time are displayed in the Form header.

15. Form View Continued • To Change the Format of a Control • Click the Date control to select it. • Be sure the Format tab appears. • Click the Font Color arrow on the Format tab to display a color palette. • Click the White color in the upper-left corner of the Standard Colors section to change the font color for the date to white. • Remember, if you are using a style that is dark, use a light font color, and vice versa.

16. Form View Continued • Let’s move a control • Point to the Date control so that the mouse pointer changes to a four-headed arrow and then drag the Date control to the lower boundary of the form heading. • Remember, a double headed arrow will resize the control; a four headed arrow will simply move the control.

17. Form Layout Continued • Controls for fields are arranged in control layouts. • There are two types of control layouts: • Stacked – arranged with the controls vertically with labels to the left of the control. • Tabular – arranges controls horizontally with the labels across the top, typically in the form header section. • Which type of control layout is being used in our form currently? (Stacked) • A control within a control layout can be moved by dragging the control to the new location.

18. Form Layout Continued • Let’s move the City and State controls above the social security number to practice. • Click on the City label, hold down the shift, click in the data field, click state and in the state field (field containing data); move the mouse around until you have a 4 headed arrow. • Click and drag the controls above the SSN control. • Click the City and State controls and move them back below the Street Address.

19. Form Layout Continued • After a form has been created, a field can be added to it. • To add a field to our Employee-Your Name table, click on the Format tab. • Click the Add Existing Field button in the Controls grouping. A field list opens in a new window. • Click the Status field and drag to the location you want in the form. Drag beneath Zip. • Click on Form view. Note the dropdown arrow can be selected and the appropriate classification chosen. • Changes made in form view will be shown in the table on which the form was created.

20. Filtering & Sorting Using a Form • You can filter and sort a form just like a datasheet (table). • Use the Advanced Filter/Sort on the Advanced menu. • Open your Employee –Your Name form. • You may be either in Form view or Layout view. • Click on the Home tab and click on the Advanced drop-down arrow in the Sort & Filter grouping. • Select “Advanced Filter/Sort”

21. Filtering & Sorting Using a Form • The table that the form is based on opens in a window at the top of the Filter/Sort page. Note all of the fields in the table are in the table. • You can double click any of the fields in the table to place them in the filtering/sorting portion of the form. • Let’s double-click on Last Name. • In the Sort, click the drop-down arrow and select “Ascending.” • On the Criteria row, type “S*” (without the quotation marks). • The * acts as a wild card and will pull up any last names beginning with the letter S. • Click on the Toggle Filter button in the Filter & Sort grouping on the Home tab.

22. Filtering & Sorting Using a Form • You will note that now only 7 forms are shown, all of the last names begin with the letter S. • To show all of the records again, merely select the Advanced drop-down arrow again and select Clear All Filters to remove all filters. • Practice creating forms and filters in your Resort Rentals database and in your Technical Services database by placing filters on a form that you create in each of these databases. Be sure to print include your name in the title of the Form. Print for your instructor.