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Mastering Access Forms and Reports

Learn to efficiently manage data with Forms and Reports in Access. Discover how to create, customize, and link forms and subforms for effective data presentation. Explore key concepts and strategies to enhance your data management skills in Access.

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Mastering Access Forms and Reports

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  1. Access Chapter 4-Form and Report Basics

  2. Forms • Used to maintain (add/delete/edit) the data in underlying tables • Wizards-show typical layouts • AutoFormat, to try different layouts quickly • Finding data using Find dialog box • Note available wildcard characters • *, ?, [], !, -,# PgP MIS 342 Access

  3. Wildcard Characters PgP MIS 342 Access

  4. Forms • Note how to print only one form record using Print, Selected Record(s) PgP MIS 342 Access

  5. Forms and SubForms • Use to show data from related tables • Tables have one to many relationship • Example, View the many orders for one customer • Display a lot of data in a small space PgP MIS 342 Access

  6. Forms and SubForms • Main form can have any number of subforms if you place each subform on the main form. • You can nest up to ten levels of subforms. You could have a main form that displays customers, a subform that displays orders, and another subform that displays order details PgP MIS 342 Access

  7. Forms and SubForms • Be aware-multiple sets of navigation buttons can confuse end users • Realize common field provides linkage • Link master/child fields properties controls linkage • Index linked field to speed performance • Subforms-effective to show data from tables or queries with a one-to-many relationship PgP MIS 342 Access

  8. Form/SubForms Example • Open Northwind.mdb, Forms, ‘Customer Orders’ PgP MIS 342 Access

  9. Form/SubForms Example • Form contains Customers table fields: • CompanyName • Country • This form is linked to subForm ‘Customer Orders Subform1’ PgP MIS 342 Access

  10. Form/SubForms Example • Subform1 contains Orders table fields: • OrderID • RequiredDate • This subform is linked to subForm ‘Customer Orders Subform2’ PgP MIS 342 Access

  11. Form/SubForms Example • Subform2 contains OrderDetailsExtended query fields: • ProductName • UnitPrice • Quantity • Discount • Extended Price (a calculated field) • Note-this query is based on the tables ‘Order Details’ and ‘Products’ PgP MIS 342 Access

  12. Form/Subform Relationships PgP MIS 342 Access

  13. Reports • Typically destined for printed output • Can be based on table(s) or query or SQL statement • Report Wizard to do most of the work • Modify in Design View for the finishing touches PgP MIS 342 Access

  14. Reports and Forms- Design View • Wizards can do most of the work, but to tailor forms/reports to what you want, you must understand how to modify them in Design View • Examine property settings-similar to Visual Basic forms and controls PgP MIS 342 Access

  15. Report and Form Graphics • Graphics can improve appearance, but • Possible performance penalty • Be aware of “Image” object “SizeMode” property settings of clip, stretch, zoom PgP MIS 342 Access

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