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Create a form that lets you enter information for one record at a time. The Form command makes a basic
form, showing a single record at a time.
Command creates a form showing one record on top, and includes the datasheet view of entire source
table on the bottom.
Command creates a form that shows all the records at once, which looks very similar to the source table
in datasheet view.
Create a new blank form in Design View. In Design View, you can make advanced design changes to
forms, such as adding custom control types and writing code
Creating a Form
You can create form through a process known as wizards. Wizards speed up the process of creating a
professional form because it does the basic work for you. There are two types of wizards that you used to
create a form and these are Form and Form Wizard. You can use both of these forms to add, edit, or
delete data from a table or query.
Form creates a form that displays all fields and records in the selected table or query in the blink of an
eye. Form Wizard is hidden under the More Forms command. It walks you through the process of
creating more customized forms.
5. Click Next to continue. Youll be asked to choose a layout: Columnar (the most common), Tabular,
Datasheet, or Justified. Click each of the buttons to see a preview of that type. When youve made
a decision, click the one you want and click Next.
6. In this next step, Access asks you to select a background for your form, select any of the Style. The
preview of the form appears on the left side. Click the Next button.
7. The final step in the Form Wizard asks you to type a title for the form being created. Type Employees
Info Form as the title of this new form.
8. Click the Finish button and the form appears, ready for data entry. The first record in table appears
in it.
Sections of a Form
Form Header
A form header displays information that you want to show for every record, such as a title of the form,
or command buttons that open related forms or carry out other tasks. A form header appears at the
top of the screen in Form view and at the top of the first page when printed.
Page Header
A page header displays information such as a title, graphics, column headings, or any information
that you want at the top of every printed page. Page headers appear only on printed forms.
Detail Section
A detail section displays records. You can either display one record on the screen or page, or you
can display as many as will fit.
Page Footer
Page footer displays information such as the date, page number, or any information that you want at
the bottom of every printed page. Page footers appear only on printed forms.
Form Footer
Form footer displays information that you want to show for every record, such as command buttons or
instructions for using the form. Form footer appears only at the bottom of the screen in Form view or
after the last detail section on the last page when printed.
Previous record
Last record
Next record
You create a basic form and customize it in Design view (Design view: A window that shows the design of
these database objects: tables, queries, forms, and reports, macros, and data access pages. In Design
view, you can create new database objects and modify the design of existing ones.) to suit your
requirements.
In the All Access Objects window or pane, click the Employee Info table.
Click the Create Tab, from Form group click Form Design.
3. Click the name of the table or other record source that includes the data you want to base your form
on. If the form won't contain data (for example, if you want to create a form to use as a switchboard to
open other forms or reports, or if you want to create a custom dialog box), don't select anything from
field list.
1.
2.
If you want to create a form that uses data from more than one table, base your form on a
query.
Property Sheets
In Microsoft Access, you use properties to determine the characteristics of tables, queries, fields, forms,
reports, and data access pages. Every section and control on a form, report, or data access page has
properties as well. Control properties determine the structure, appearance, and behavior of a control, as
well as the characteristics of the text or data it contains.
The title bar shows the type and name of the selected object.
Each tab displays properties of a specific category.
Printing a Form
After Access displays the new form in the Form View window, you can print this form by following these
steps:
1. Click the Office button, point to Print and then click Print button.
2. In the Print dialog box, click OK button.
Lesson 10
MODIFYING FORM
Objective:
In this lesson, you will learn how to modify a form.
TOOL
TOOL NAME
PURPOSE
Select Object
Selects an Object.
Control Wizard
Label
Text Box
Option Group
Toggle Button
Option Button
Check Box
Combo Box
List Box
Button
Image
Unbound Object
Bound Object
Page Break
Subform/Subreport
Line
Create a line.
Rectangle
Create a rectangle.
Types of Control
The Access form can have one of the three types of controls and these are bound, unbound and
calculated. The following section describes the differences between these types.
BOUND CONTROLS
A control that is connected or tied to a field in a forms underlying table or query. You use the bound
control to display, add, and update values from a field in your database.
In this activity, you are going to add bound controls to Employees Salaries Entry Form. You will begin
by deleting the original controls in the form the controls bound to the Sex fields and replace them with
bound control: the Sex text box becomes a Combo box.
UNBOUND CONTROLS
In an unbound control, the field is not connected or linked in the underlying table or query. You can use
unbound control to display information, lines, rectangles, and pictures.
12. In the toolbar, click the down-arrow on the Font Size box and then select 14 from the list, click the
Bold button.
13. Reposition and resize the label box.
CREATING A RECTANGLE
The second unbound control that you are going to place on the form is by draw a rectangle around the
label heading.
To draw this rectangle, follow these steps:
1. In the Toolbox, click the Rectangle button.
2. Position the mouse pointer just above the label heading.
+
3. When you move the mouse pointer it will appear as .
4. Hold down the left mouse button and drag the mouse pointer to surround your heading. Then release
the mouse pointer.
Note:
If the rectangle that you placed in your form hides the heading you created previously, Click the
Format menu and then choose the Send to Back command.
5. Click the Form View button to display your form.
CALCULATED CONTROL
To display the calculated GP of each Employee in a form, you can add a Calculated control on the Ave
field. A Calculated control uses an expression to define a calculation for the control. Expressions are
combinations of operators (such as + or -), control names, field names, functions, and constants that
returns a value.
The following steps show you how to add a calculated control to the GP field.
In the Form Design Window, click the Gross Pay text box. Access displays a small black square
around the field.
Click the GP field again.
Inside the Text box, delete the GP then type this expression :
=([NDW]*[PR])
Click the TD field again.
Inside the Text box, delete the TD then type this expression :
=([SSS]+[PHIC]+HDMF+WTAX+ADV_VALE)
Click the NP field again.
Inside the Text box, delete the NP then type this expression :
=([GP]*[TD])
Click the Form View button to display the form.
Lesson 11
ADDING OBJECTS AND COMMAND BUTTONS TO A FORM
Objective:
In this lesson, you will learn to create an unbound object to a form using the unbound object control. To
create and to modify the embedded object.
One of the main feature of Access is it enables the user to add objects created in other application to an
Access form For Example, you can add the companys logo that you created with Paint Program or other
graphics program. The type of control used to add picture or object depends whether you want the object
to be bound or unbound.
Understanding OLE
One of the most important features of OLE is its capability to create embedded object. For Example, you
can insert in your form drawings that you created manually in your Paint Program. Another feature of OLE
is that you can create an object and then embed it, or you can embed existing file that contains text,
chart, spreadsheet data, or drawings. The third feature of OLE is that you have the convenience of being
to update it in the original application without the trouble of remembering which object came from which
source programs the embedded object will open the source application every time you double-click the
object.
RGB
2.
3.
4.
After creating the logo, Copy the Logo and Paste to the Employees Salaries Entry Form and be
sure that the form must be in Design View.
Click the Form View button to see the changes that had been created.
Add a Title and Type RGB Company. Place beside the Logo.
RGB Company
Lesson 12
CREATING OTHER FORMS
Objective:
In this lesson, you will learn to create a Subform and filter the records on form.
What is a SubForm?
Subform is a form that is displayed within a form. You can think of a form/subform combination as a
hierarchical form, a master/detail form, or a parent/child form wherein the primary form is called the main
form and the form within the form is called subform. Subforms are efficient when you want to display
data from tables or queries with a one-to-many relationship.
3. After modifying the form, click and drag the Employees Income Form and place it below the
Position Label box and release the mouse.
4. Click the View button drop down list and select Form View to display the records in the Form
View window. And then click the Save button filename: Employees Profile Form.
Filter is a condition you placed on the records in an open form to temporarily separate a subset of
records. After applying the filter, Access will display a record that meets the criteria you have specified.
However, the next time you open the Form; it displays all records until you click the Apply Filter/Sort
command to apply the filter.
REMOVING A FILTER
After applying the filter, you can display all the records that were previously in the Form by selecting the
.
Lesson 13
CREATING SIMPLE REPORTS
Objective:
In this lesson, you will learn how to create reports using Report and Report Wizard.
There are several ways to create a report, ranging from easy-but-limited (Report) to difficult-but-veryflexible (Report Design). The intermediate choice is Report Wizard, which offers some flexibility along
with a fairly easy procedure.
Report
Create a basic report of the data in the current query or table, to which you can add features such group
or totals.
Report Wizard
Launch the report wizard which helps you to create simple customized reports.
Labels
Launch the label wizard to create standard or customized labels.
3.
4.
5.
6.
Grouping?
The Instructions on the screen are bit cryptic. By default, there are no
groups. You have to select a field and click the > button to create a grouping. Grouping
sets off each group on the report. If you select a field to group by, the Grouping Options
button becomes active, and you can click it to specify precise grouping settings.
7. Next youre asked what sort order you want to use. If you want sorted records, open the top dropdown list and select a field to sort by. You can select up to four sorts from the drop-down lists. Then
click Next.
8. The next dialog box enables you to set the Sort order for your report. Click the down-arrow button of
the 1 box, and then select the Lastname field from the list.
9. Using the 2 box, select the Firstname field as the second sort order. Click the Next button.
10.
11.
12.
13.
14.
Activity 19 USING REPORT WIZARD CREATING A REPORT BASED ON MORE THAN ONE TABLE
From the previous discussion, you saw how easy it is to create a simple report based on Employees Info
table. Using again the Report Wizard, you can create a report based on more than one table. This
wizard speeds up the process of creating a report that brings data together from more than one table.
The following steps show you how to create a report based on the Employees Info and Employees
Income tables:
1. Open the Payroll Database. Click the Create tab and at All Access Objects click Employees Info
Table.
2. Click the Report Wizard button.
3. Open the Tables/Queries drop-down list and select the Employees Info table from which you want
to include fields.
4. Access displays the first dialog box of the report wizard. Click the > button to move the EmployeeID,
Lastname, Firstname, Middlename, and TIN fields from the Available Fields box to the Selected
Fields box.
5. In the same dialog box, click the down-arrow button key located to right of the Tables/Queries box
and then select the Employees Income table from the list.
6. Click the > button again to move the Department, NDW, PR and GP fields to the Selected Fields
box.
7. In the same dialog box, click the down-arrow button key located to right of the Tables/Queries box
and then select the Employees Deduction table from the list.
8. Click the > button again to move the SSS, PHIC, WTAX, ADV_VALE, and TD fields to the Selected
Fields box.
9. In the same dialog box, click the down-arrow button key located to right of the Tables/Queries box
and then select the Employees Income table from the list.
10. Click the > button again to move the NP fields to the Selected Fields box.
11. After moving the needed fields, click the Next button.
12. Because you want to group the report by Department, select the Department field in the list box and
click the > button. This second step of the report wizard enables you to set the grouping options for
the report. Click the Next button.
13. The next dialog box enables you to set the Sort order for your report. Click the down-arrow button of
the 1 box, and then select the Lastname field from the list.
14. Using the 2 box, select the Firstname field as the second sort order. Click the Next button.
15. In the next dialog box, choose a layout option from the Layout area. Select Stepped Layout. And
then Select Landscape Orientation and click the Next to Continue.
16. In the next dialog box enables you to set a Style for the report. Choose a style that is appropriate
and then click the Next button.
17. In the final step of the report wizard, type Employees Payroll Registry Report as the name of the
report.
18. Click the Finish button. Wait a few seconds while access generates the report and open the preview
window.
4. Click the Page tab; sets the orientation, paper size and source, and the printer to use for the report.
5. In the Columns tab, set the different field layout properties by changing the number of columns and
the row spacing.
6. Click the OK button.
Lesson 14
CUSTOMIZING A REPORT
Objective:
In this lesson, you will learn how to move and size the controls to make the report more attractive and
readable, to center the heading of the report, and to change controls border width.
Entering Report Design View
When you finish previewing a report youve created, close Print Preview and youre automatically in
Report Design view. If you want to come back to Report Design view later from the Database window,
perform these steps:
1. Right Click the report that you want to modify.
2. Click the Design View button
Report Views
The different options to view reports are Design View, Print Preview, and Layout Preview.
Design View to create a new report or modify the structure of an existing report.
Print Preview shows all the data that will appear on every page of the report.
Layout Preview to quickly look the reports layout but it only includes enough data to show you what
the report will look like.
Lesson 15
CREATING MAILING LABELS
Objective:
In this lesson, you will learn how to make mailing labels using names and address in a database.
7. If you would like color labels (and you have a color printer), choose a different color from the Text
Color List. To do so, click the button next to the Text Color box, choose from the Color dialog box
that appears, and then click OK to return.
Avoid Light Colors!
If youre making labels to be sent through the U.S. Postal
Service, keep in mind that their machines cant read light-colored ink such as yellow or
pale pink. Choose a dark color to ensure that your addresses will be read correctly.
8. Click the Italic and/or the Underline check box if you want the text formatted with either or both of
those attributes. Then click Next> to continue.
9. In the next dialog box, you are going to create a template for your labels. As you can see this box
contains a list box called Available fields and another box called Prototype label. To create the
template for your labels, follow these steps:
Select the Lastname field in the Available field list and then click the > button. Type, and press
the Spacebar key.
Select the Firstname field in the Available field list and then click the > button. Press the
Spacebar key to create a space.
Select the Middlename field in the Available field list and then click the > button.
Press the Enter key.
Select the Address field in the Available field list and then click the > button.
Press the Enter key.
Select the Town/City field in the Available field list and then click the > button. Type, and press
the Spacebar key.
Select the Province field in the Available field list and then click the > button.
10. Click the Next button.
11. In the next dialog box, you can specify the sort key of the mailing labels. You can sort the labels by
one or more fields. To sort the mailing labels, select the Lastname field as the sort key and then click
the > button. Select the Firstname field and then click the > button again. This process tells Access
to sort the mailing label by Lastname and then by Firstname. Click the Next button to move to the
last dialog box in the Label Wizard.
Order Is Important!
If you pick more than one field to sort by, Access sorts the
records first by first field you select, then by the second, and so on. So its important to
choose the field first that you want to sort by first. If theyre in the wrong order, click the
<< button to remove them all from the Sort By list, and then start over.
12. In the last screen, youre asked for a title or name. Enter Employees Info Label and click the
Finish. Your labels appear in Print Preview, just like any other report.
Printing Labels
You can print by clicking the Print button, or you can close the Print Preview box by clicking the Close
button.
Lesson 16
CREATING MAIN SWITCHBOARD
Objective:
In this lesson, you will learn how to create main switchboard and adding graphics in switchboard.
8. And then you can continue with Reports and Main Switchboard with the same procedures, repeat
Steps 1-6.
Forms Switchboard
Reports Switchboard
SWITCHBOARD ITEM
Enter/View Information
Preview Reports
Change Switchboard Items
Exit this database
Employees Information
Employees Salaries Entry
Return to Main Switchboard
Preview Employees Payroll
Registry Report
Preview Employees Info Report
Preview the Labels Employees
Info
Return to Main Switchboard
COMMAND
Goto Switchboard
Goto Switchboard
Design Application
Exit Application
Open Form in Edit Mode
Open Form in Edit Mode
Go to Switchboard
Open Report
OBJECTS
Forms Switchboard
Reports Switchboard
Open Report
Open Report
Employees Profile
Employees Salaries Entry
Main Switchboard
Employees Payroll
Registry Report
Employees Info
Employees Info - Label
Go to Switchboard
Main Switchboard
Startup Application is used whenever you open your database it will open the main switchboard.