DB Implementation: MS Access Forms

DB Implementation:MS Access Forms S511 Session 7, IU-SLIS

Outline • Access Forms • Views • Controls • Control Properties • Subforms MS Access File for Lecture S511 Session 7, IU-SLIS

MS Access Forms • Purpose • Data entry, editing, & viewing data in tables • Forms are user-friendlier to end-users than tables. • “Window through which people see and reach the database” • Forms have facilities for data filtering, automation, & validation that complement table and query functionalities. • Display a subset of fields/rows for restricted access & facilitated data use • Add buttons that automate frequently performed actions • Create mechanisms (e.g., macros) that validate & facilitate data entry • Type • Bound form • Bound to an underlying table or query • Derives data from and writes to the underlying table • Unbound form • Not linked (e.g. SwitchBoard) S511 Session 7, IU-SLIS

Access Forms: Views • Form View • For entering & viewing data • Default view for the users • Layout View • For make changes to the form design while viewing data • The most intuitive view to use for form modification • Useful for setting the size of controls and assessing the visual appearance and usability of the form • Can be used for most of the form design changes • Design View • For performing advanced form design tasks • Add a wider variety of controls • Edit Text Box control source in the Text Box (instead of in the Property Sheet) • Change certain form properties (e.g., Default View) • Resize form sections (e.g., Form Header, Detail section) • Provides a more detailed view of form structure • e.g., Form sections • Cannot see the underlying data S511 Session 7, IU-SLIS

Access Forms: Controls • Form Controls • GUI object that displays data, perform action, enhance UI. • Control Types • Bound control • Source data = a field in a table or query • For displaying values that come from fields in the database • Unbound control • Does not have source data • For displaying information, graphics (e.g., label, line, title), • To perform actions, and • To process user input • Calculated control • Source data = an expression • To display information calculated from underlying table/query or other controls S511 Session 7, IU-SLIS

Form Controls: Basic • Text Box • Standard control for viewing & editing data • Holds the content of an existing table/query field or user input • Check Box, Option & Toggle Button • Display On/Off, True/False, Yes/No values • Check Box = default control for Yes/No field • Typically used in an option group • to represent one value of choice. • Option Group • Groups controls together in a frame • to allow only one selection in the group. • The value of an option group can only be a number, not text. • Command Button • Execute an action or a set of actions MS Access 2007: Text Box MS Access 2007: Check Box, Option & Toggle Button MS Access 2007: Command Button S511 Session 7, IU-SLIS

Form Controls: List & Combo Box • Display a list of choices to select from. • Can connect to existing data or use a fixed set of values • List Box • Several rows are visible at all times. • User is limited to the choices given. • i.e., cannot type in new values • Combo Box • List is hidden until the drop-down arrow is clicked. • User can enter values not in the list. • Text box + List box MS Access 2007: List Box & Combo Box S511 Session 7, IU-SLIS

Access Forms: Control Properties • Format Properties • Caption  set the value of Label controls • Visible show/hide a control • Scroll Bars  show/hide vertical/horizontal scroll bars of form/subform • Record Selectors  show/hide the record selector of form/subform • Navigation Buttons show/hide the navigation buttons of form/subform • Format set the display format of Text Box controls • Data Properties • Record Source determine whether form/subform is bound or unbound • Control Source determine whether a control is bound, unbound, or calculated • Default Value, Input Mask, Validation Rule/Text same as Table Field properties • Locked Yes to prevent data edit • Event Properties • Set actions to perform by various event triggers • Other Properties • Name set the name of a control • Pop Up Yes to open a form as a pop-up window(disables menus & toolbars). • Modal  Yes to open a form as a modal window(disables navigation pane & other windows). S511 Session 7, IU-SLIS

Form Properties: Combo/List Box • Format Properties • Column Count • number of columns in the list • Column Widths • width of each column separated by semi-colon • Column Heads • Yes to display the column headings • List Rows • max. number of rows to display • List Width • width of the list • Data Properties • Row Source • source of the list data • Row Source Type • Table/Query, Value List • Bound Column • the column whose value will be returned/used • Limit To List • Yes to allow the user to enter a value not in the list S511 Session 7, IU-SLIS

Form How-To: Creation • Create a form using the Form Tool • Place all the fields from the underlying data source on the form with a single mouse-click. • Begin using the form immediately or modify it in Layout/Design view. • In the Navigation Pane, click the data source for the form (i.e., table/query). • On the Create tab, in the Forms group, click Form. • The form is created with the stackedcontrol layout by default. • Click Remove in Control Layout group of the Arrange tab to undo the control layout. • Create a form using the Form Wizard • Place selected fields from the underlying data source on the form in a controlled fashion. • On the Create tab, in the Forms group, click More Forms, and then click Form Wizard. • Follow the directions on the pages of the Form Wizard. • Create a split form by using the Split Form Tool • Display a Form view and a Datasheet view at the same time. • use the datasheet portion to quickly locate a record, and then use the form portion to view/edit the record. • Create a form using the Multiple Items Tool • Create a customizable form that displays multiple records. • Create a form using the Blank Form Tool • Create a form from scratch by selecting fields from the Field List. S511 Session 7, IU-SLIS

Form How-To: Subforms • Subform = a form that is inserted in another form (i.e. main form) • good for showing data from 1:M relationship tables • Display customer data along with customer order information • Subform Creation • Creates a form and a subform at the same time • By using the Form Wizard • select multiple linked tables/queries in Form Wizard • choose Form with subforms option in Form Wizard • main form = 1-side table, subform = many-side table • Add a form to another form to create a subform • By dragging the subform/table to the main form • open the main form in design view • make sure the Control Wizard Tool in the toolbox is selected. • drag a subform/table from the Navigation Paneonto the main form. • By using the Subform/Subreport Tool • open the main form in design view • make sure the Control Wizard Tool in the toolbox is selected. • click the Subform/Subreport Tool in the toolbox. • on the form, click where you want to place the subform. • select the linked table in Subform Wizard MS Access 2007: Form with a subform S511 Session 7, IU-SLIS

Form How-To: Tools Layout/Design View Design View S511 Session 7, IU-SLIS

Access Forms: Design Considerations • Usability • Easy-to-understand • Visual guide to the sequence of data entry • Appropriate labels, formats, control tip text • Easy-to-use • Facilitate data entry • Option Group, Check Box, Combo Box, Default Value • Logical layout • Grouping, Tab Order • Consistent look • Data Accuracy • Error-trapping features • Input Masks, Validation Rules • Error-reduction features • List box, Check box S511 Session 7, IU-SLIS

DB Implementation: MS Access Forms