Collecting Data for Well-Designed Forms

1. Collecting Data for Well-Designed Forms Chapter 4 “Making good decisions is a crucial skill at every level.”—Peter Drucker Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

2. Chapter Introduction • Automate process of acquiring data needed for day-to-day operation of business • Forms can show only one record at time • Provide many advantages to database users • Flexibility for users and designers • Consist of one or many pages • Design all forms in a database to create consistent look and feel Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

3. Designing Forms for Efficient Data Entry • Electronic form • Object used to enter update and print records • Present records in format that makes data easy to enter and retrieve • Guidelines for designing electronic forms: • Provide meaningful title • Organize fields logically • Use appealing form layout • Include familiar field labels Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

4. Designing Forms for Efficient Data Entry (continued) • Guidelines for designing electronic forms: • Be consistent with terminology and abbreviations • Allow for convenient cursor movement • Prevent and correct errors • Include explanatory messages for fields • Before creating form in Access • Sketch on paper • Verify database integrity • Test tables and relationships • Examine and enter sample data Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

5. Comparing a Well-Designed Form with a Poorly Designed Form Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

6. Verifying Database Integrity • Accurate data • Major goal in every database • Errors can be prevented by the design of database • All IDs created with AutoNumber field type • Prevent manual entry of these fields • Examine each table in design view • Verify that field properties in place • Test • Format masks • Relational integrity Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

7. Examining and Entering Data • Enter data into records using • Table’s datasheet view • Using form that includes fields from one or more tables • Most Access database applications use forms for data entry • After database released for regular business use Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

8. Creating Simple Forms for Data Entry and Editing • Access provides many ways to create forms • Options for creating simple forms • AutoForm wizard • Form wizard Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

9. Creating a Form Using an AutoForm Wizard • Click new object AutoForm button • On table datasheet toolbar • Access creates form by • Arranging all fields in table in columnar format • Displays first record in form window • Converts subdatasheet into subform • Move from one field to next • Press Tab key Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

10. Creating a Form Using an AutoForm Wizard (continued) • Move from one record to another • Click buttons on navigation bar at bottom of main form • Data in subform changes Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

11. Using the Form Wizard • Specify field order • Specify particular layout and style for form • New form dialog box • Click Forms button on Objects bar • Click New button on Database Window toolbar • Click Form Wizard • Select table Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

12. Starting the Form Wizard Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

13. Select the Fields you Want to Show on the Form Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

14. Developing a Consistent User Interface • Forms in database share same design • Present consistent user interface • Users learn how to use forms once • Apply what they learn to all forms in database Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

15. frmCustomer in Design View Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

16. Examining a Form in Design View • Record source • Underlying object • Provides fields and data in form • Bound form • Displays data from fields in record source • Type for data-entry forms • Unbound forms • Do not have record source • Designed to help users navigate through database Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

17. Examining a Form in Design View (continued) • Link form to record source • Using design elements called controls • Work with form in design view • Manipulate controls • Place control on form • Use toolbox toolbar • Detail section for main body of form • Displays records and contains all bound controls Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

18. Controls for Forms Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

19. Toolbox Tools for Forms Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

20. Toolbox Tools for Forms Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

21. Important Buttons on the Form Design Toolbar Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

22. Blank Form in Design View with Typical Sections Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

23. Examining a Form in Design View • Form header • Displays information that always appears on form even when records change • Top of screen • Form footer • Displays information that always appears on form • Bottom of screen • Often contain • Instructions for using form • Buttons to perform actions Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

24. Examining a Form in Design View (continued) • Page headers and footers • Display information at top or bottom of every page • Appear only when printing form by default • Headers • Useful for column headings dates, and page numbers • Footers • Display summaries and page numbers • Grid • Form background Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

25. Customizing the Style of a Form • AutoFormat • Predefined design to apply to form • Includes • Styles • Options such as font, color, and border Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

26. Adding a Title to a Form • Open or enlarge form header or form footer • Drags bottom of section bar to increase height of section • Use label to create header/footer • Adjust label properties Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

27. Saving a Custom Style as an AutoFormat • Open AutoFormat dialog box • Click customize button to create AutoFormat Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

28. Level 1 Summary • Forms provide easy to use interface • Normally used in production databases to access/edit data • Create using • AutoForm wizard • Form wizard • Use AutoFormats to customize form appearance • Create custom AutoFormats Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

29. Level 2 Objectives:Creating Forms that Use Fields From More than One Table • Create multitable forms • Improve navigation on forms • Control form printing Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

30. Adding a Subform to an Existing Form • Subform • Form embedded in another form • Primary form • Called main form • Underlying table usually has one-to-many relationship with table underlying subform • Main form and subform linked • Subform displays only records that related to current record in main form Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

31. Adding a Subform to an Existing Form (continued) • Use Wizard to create subform • Access automatically synchronizes main form with subform • Only if tables containing fields for form related • Subform must also have field with same name or compatible data type and field size as primary key in table underlying main form • Main form can have more than one subform • Subform can also contain another subform Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

32. Modifying the Form Layout • Select control • Eight handles appear on corners and edges • Upper-left corner is move handle • Other seven handles called sizing handles • Resize control • Move text box and attached label together • Select text box • Move pointer to anywhere on border except on move handle or sizing handle • Pointer changes to hand shape Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

33. Modifying the Form Layout (continued) • Labels • Move with text field or independently • Edit text • Resize Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

34. Creating a Form from a Query • User view • Custom form that shows only fields particular user wants • Might or might not be used for data entry • In some cases fields may be locked so all user can do is look at data • Use Form Wizard to create form based on query • Access asks which table to view results by Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

35. Creating a Form from a Query (continued) • Prevent editing • Set form properties to No • Allow edits • Allow deletions • Allow additions • Data entry Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

36. Adding Command Buttons to a Form • Command buttons • Users click to perform common tasks • Access provides collection of command buttons • Associated with actions • Can contain • Text • Standard icons available from Access • Graphics Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

37. Adding Command Buttons to a Form (continued) • Create • Using Command Button Wizard • By adding button to form then setting properties • Be consistent when creating command buttons • Location on form • Order Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

38. Command Button Options Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

39. Adding an Unbound Graphic to a Form • Insert image • Click image button on toolbox toolbar • Inserts graphic into form header • Move and resize as needed Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

40. Exploring Other Form Properties • Open property sheet for form • Right-click form selector button in upper-left corner of form • Click properties on shortcut menu • Common reason to use form properties • Decide to base form on different record source from one used to create form • When using form to add data to underlying tables • Be sure to include primary and foreign key(s) fields in form Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

41. Common Form Properties Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

42. Common Form Section Properties Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

43. Controlling Form Printing • Control form’s vertical spacing on printed page • Include date and page number • Using Access-provided functions Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

44. Printing a Selected Record in Form View • Print preview button • Preview form • See how it will print Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

45. Level 2 Summary • Add subform to existing form • Modify form layout • Create form from query • Create command buttons • Modify form properties • Print form • Use print preview Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

46. Level 3 Objectives:Creating Forms for Completing Daily Business Tasks • Improve usability of forms • Place calculations on forms • Develop advanced forms Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

47. Improving the Usability of Forms • Use form controls • Speed up process of locating particular record • Include calculated control in form • Create multiple-page forms • Create forms with multiple subforms • Learn about tab order • Control focus in form to skip unbound controls Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

48. Locating a Record Quickly • Find tool • Click field to search for particular value • Open find and replace dialog box • Enter value to match • Access searches for records that contain same value in selected field • Combo box • Displays list of values • Users select one from list Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

49. Ways to Locate a Record Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

50. Locating a Record Quickly (continued) • Use Control Wizard to add combo box to form • Focus • Indicates control currently active and ready for user action • Combo Box Wizard • Provides three options for listing values in combo box • Look up values in table or query • Let users type value • Let users select value that Access matches to find record Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach