PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Introductory Chapter 14

1. PowerPoint Presentation to Accompany GO! with Microsoft® Office 2007 Introductory Chapter 14 Forms, Filters, and Reports

2. 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

3. 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

4. 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.

5. 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.

6. Create and Use a Form

7. 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

8. Create a Form

9. 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.

10. Use a Form to Add and Delete Records

11. Use a Form to Add and Delete Records

12. 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

13. Create a Form by Using the Form Wizard

14. Create a Form by Using the Form Wizard

15. 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.

16. 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.

17. 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.

18. 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

19. Modify a Form in Design View and Layout View

20. 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.

21. Filter Records

22. 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

23. Filter Records

24. 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

25. 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

26. Create a Report by Using the Report Tool

27. 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

28. Create a Report by Using the Blank Report Tool

29. Create a Report by Using the Blank Report Tool

30. 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

31. Create a Report by Using the Report Wizard

32. Create a Report by Using the Report Wizard

33. Create a Report by Using the Report Wizard

34. Modify the Design of a Report • Layout view • Change format of controls, add controls, remove controls • Change placement of controls in report

35. Modify the Design of a Report

36. 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

37. Modify the Design of a Report

38. 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.

39. Print a Report and Keep Data Together

40. 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

41. 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