Mastering Forms and Reports in Access

CREATING FORMS AND REPORTS By: Dr. Ennis-Cole

OBJECTIVES: • Create and change a form with the Wizard • Navigate and find data using a form • Preview and print selected form records • Maintain table using a form • Create a form with a main form and a sub-form • Create a report using the Report Wizard • Inserting a picture, Previewing & Printing

THE FORM WIZARD: • Allows you to choose some or all of the fields in the selected table or query • Click Forms, New button • Click Form Wizard, click OK • To change a form’s Autoformat, Display the form in Design view • Click the AutoFormat button, in the list box, Click the AutoFormat you want! • Refer to Figures 4-1 to 4-5

NAVIGATING A FORM: • In order to maintain and view data using a form, you must know how to move around • Use the Tab & End Keys • Press the Home Key to move back • Press Ctrl+End to move to the last record • Click the Previous Record • Click the First Record and the Next record buttons

FINDING DATA USING A FORM: • The Find command allows you display only those records you want to view • On a datasheet click anywhere to select • Click the Find button on the toolbar to open • In the Find What text box, type the field value you want to find • Complete the remaining options • Click the Find Next button to continue • Click the Cancel button to stop the search

PREVIEWING AND PRINTING: • Access prints as many form records as can fit on a printed page • You can also print the currently selected form record: • Click the Print Preview button • Click the Maximize button • Click the Zoom button • Click the Restore button and click Close • Click File, Print, Selected records, OK

MAINTAINING TABLE DATA • Maintaining data using a form is often easier than using a datasheet • You can concentrate on all the changes to one record at one time • Refer to Figure 4-13 • To Delete, Click Find button, Delete record • Refer to Figure 4-14 for adding a record

CREATING MAIN FORMS AND SUBFORMS • To create a form based on two tables, you must first define a relationship between the two tables • Click New button in the selected Forms object • Click Form Wizard, select Customer and OK • Click CustomerNum • Repeat the above for other fields • Click the Tables/Queries list • Click Order.CustomerNum • Click the Next button • Refer to Figures 4-15 & 4-16

CREATING A REPORT USING THE REPORT WIZARD • You can create your own reports; use the Report Wizard • The Report Wizard asks a series of questions and then creates a report based on your answers • You can change the report’s design after you create it • The set of field values for each order is called a detail record • Refer to Figures 4-17 to 4-26

INSERTING A PICTURE IN A REPORT • You can insert a picture to enhance the appearance of the report or form • Sources of graphic images include Microsoft Paint, other drawing programs and scanners • Click the Report Header • Click Insert and then click Picture • Refer to Figure 4-32 • Click File, Print; Click the Close Button

CONVERTING ACCESS 2000 DATABASE TO ACCESS 97 Functionality of Access 2000 is lost - however, the database structure and data will be usable • Procedure for Conversion: • Open it in the database window • Click Tools, Point to Database Utilities • Point to Convert database, and Prior Access Database Version, convert and Save.

CONVERTING FROM ACCESS 97 TO ACCESS 2000 • The database will give you two options: • Convert the database to Access 2000 • Open the database in Access 97 • Select “Open” option so the database will be usable with both the Access versions

The End !

Mastering Forms and Reports in Access