Ch04 Access

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Ch04 Access

  1. 1. Collecting Data for Well-Designed Forms<br />1<br />Chapter 4<br />“Making good decisions is a crucial skill at every level.”—Peter Drucker<br />
  2. 2. Chapter Introduction<br />Automate process of acquiring data needed for day-to-day operation of business<br />Forms can show only one record at time <br />Provide many advantages to database users<br />Flexibility for users and designers<br />Consist of one or many pages<br />Design all forms in a database to create consistent look and feel<br />2<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  3. 3. Tools Covered in this Chapter<br />AutoFormat (predefined and custom)<br />Calculated field<br />Combo box (for locating a record)<br />Command button<br />Control Wizards<br />3<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  4. 4. Tools Covered in this Chapter (continued)<br />Find tool<br />Form properties<br />Form Wizard<br />Subform control<br />Tab control<br />Tab order<br />4<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  5. 5. Level 1 Objectives:Developing Simple Forms to Facilitate Data Entry<br />Design forms for efficient data entry<br />Create simple forms for data entry and editing<br />Develop a consistent user interface<br />5<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  6. 6. Designing Forms for Efficient Data Entry<br />Electronic form <br />Object used to enter, update, and print records <br />Present records in format that makes data easy to enter and retrieve<br />Guidelines for designing electronic forms:<br />Provide meaningful title<br />Organize fields logically<br />Use appealing form layout<br />Include familiar field labels<br />6<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  7. 7. Designing Forms for Efficient Data Entry (continued)<br />Guidelines for designing electronic forms:<br />Be consistent with terminology and abbreviations<br />Allow for convenient cursor movement<br />Prevent and correct errors<br />Include explanatory messages for fields<br />Before creating form in Access<br />Sketch on paper<br />Verify database integrity <br />Test tables and relationships <br />Examine and enter sample data<br />7<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  8. 8. Comparing a Well-Designed Form with a Poorly Designed Form<br />8<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  9. 9. Verifying Database Integrity<br />Accurate data <br />Major goal in every database<br />Errors can be prevented by the design of database<br />All IDs created with AutoNumber field type<br />Prevent manual entry of these fields<br />Examine each table in design view <br />Verify that field properties in place<br />Test <br />Format masks<br />Relational integrity<br />9<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  10. 10. Examining and Entering Data<br />Enter data into records using <br />Table’s datasheet view <br />Using form that includes fields from one or more tables<br />Most Access database applications use forms for data entry <br />After database released for regular business use<br />10<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  11. 11. Creating Simple Forms for Data Entry and Editing<br />Access provides many ways to create forms<br />Options for creating simple forms<br />Form tools<br />Form wizard<br />11<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  12. 12. Creating a Form Using a Simple Form Tool<br />Click the Form tool on the Create tab<br />Access creates form by <br />Arranging all fields in table in columnar format <br />Displays first record in form window<br />Converts subdatasheet into subform<br />Move from one field to next<br />Press Tab key<br />12<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  13. 13. Creating a Form Using an AutoForm Wizard (continued)<br />Move from one record to another<br />Click buttons on navigation bar at bottom of main form<br />Data in subform changes<br />13<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  14. 14. Using the Form Wizard<br />Specify field order<br />Specify particular layout and style for form<br />Click the More Forms button on the Create tab, and then click Form Wizard<br />14<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  15. 15. Starting the Form Wizard<br />15<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  16. 16. Select the Fields you Want to Show on the Form<br />16<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  17. 17. Developing a Consistent User Interface<br />Forms in database share same design<br />Present consistent user interface<br />Users learn how to use forms once <br />Apply what they learn to all forms in database<br />17<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  18. 18. frmCustomer in Design View<br />18<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  19. 19. Examining a Form in Design View<br />Record source <br />Underlying object <br />Provides fields and data in form<br />Bound form<br />Displays data from fields in record source<br />Type for data-entry forms<br />Unbound forms <br />Do not have record source<br />Designed to help users navigate through database<br />19<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  20. 20. Examining a Form in Design View (continued)<br />Link form to record source <br />Using design elements called controls<br />Work with form in design view<br />Manipulate controls<br />Place control on form<br />Use toolbox toolbar<br />Detail section for main body of form<br />Displays records and contains all bound controls<br />20<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  21. 21. Toolbox Tools for Forms<br />21<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  22. 22. Toolbox Tools for Forms<br />22<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  23. 23. Important tools on the Arrange tab<br />23<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  24. 24. Blank Form in Design View with Typical Sections<br />24<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  25. 25. Examining a Form in Design View<br />Form header <br />Displays information that always appears on form even when records change<br />Top of screen<br />Form footer<br />Displays information that always appears on form<br />Bottom of screen<br />Often contain<br />Instructions for using form <br />Buttons to perform actions<br />25<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  26. 26. Examining a Form in Design View (continued)<br />Page headers and footers <br />Display information at top or bottom of every page<br />Appear only when printing form by default<br />Headers<br />Useful for column headings dates, and page numbers<br />Footers<br />Display summaries and page numbers<br />Grid<br />Form background<br />26<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  27. 27. Changing a Title to a Form<br />Open or enlarge form header or form footer <br />Drags bottom of section bar to increase height of section<br />Use label to create header/footer<br />Adjust label properties<br />27<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  28. 28. Saving a Custom Style as an AutoFormat<br />28<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  29. 29. Level 1 Summary<br />Forms provide easy to use interface<br />Normally used in production databases to access/edit data<br />Create using<br />Form wizard<br />Use AutoFormats to customize form appearance<br />Create custom AutoFormats<br />29<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  30. 30. Level 2 Objectives: Creating Forms that Use Fields From More than One Table<br />Create multitable forms<br />Improve navigation on forms<br />Control form printing<br />30<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  31. 31. Adding a Subform to an Existing Form<br />Subform <br />Form embedded in another form<br />Primary form <br />Called main form<br />Underlying table usually has one-to-many relationship with table underlying subform<br />Main form and subform linked <br />Subform displays only records that related to current record in main form<br />31<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  32. 32. Adding a Subform to an Existing Form (continued)<br />Use Wizard to create subform<br />Access automatically synchronizes main form with subform <br />Only if tables containing fields for form related<br />Subform must also have field with same name or compatible data type and field size as primary key in table underlying main form<br />Main form can have more than one subform<br />Subform can also contain another subform<br />32<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  33. 33. Modifying the Form Layout<br />Select control<br />Eight handles appear on corners and edges<br />Upper-left corner is move handle<br />Other seven handles called sizing handles<br />Resize control<br />Move text box and attached label together<br />Select text box<br />Move pointer to anywhere on border except on move handle or sizing handle<br />Pointer changes to hand shape<br />33<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  34. 34. Modifying the Form Layout (continued)<br />Labels<br />Move with text field or independently<br />Edit text<br />Resize<br />34<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  35. 35. Creating a Form from a Query<br />User view <br />Custom form that shows only fields particular user wants<br />Might or might not be used for data entry<br />In some cases fields may be locked so all user can do is look at data<br />Use Form Wizard to create form based on query<br />Access asks which table to view results by<br />35<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  36. 36. Creating a Form from a Query (continued)<br />Prevent editing<br />Set form properties to No<br />Allow edits<br />Allow deletions<br />Allow additions <br />Data entry<br />36<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  37. 37. Adding Command Buttons to a Form<br />Command buttons <br />Users click to perform common tasks<br />Access provides collection of command buttons <br />Associated with actions<br />Can contain <br />Text <br />Standard icons available from Access<br />Graphics<br />37<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  38. 38. Adding Command Buttons to a Form (continued)<br />Create<br />Using Command Button Wizard <br />By adding button to form then setting properties<br />Be consistent when creating command buttons<br />Location on form<br />Order<br />38<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  39. 39. Command Button Options<br />39<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  40. 40. Adding an Unbound Graphic to a Form<br />Insert image<br />Click Logo button in the Controls group<br />Inserts graphic into form header<br />Move and resize as needed<br />40<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  41. 41. Exploring Other Form Properties<br />Open property sheet for form<br />Right-click form selector button in upper-left corner of form<br />Click Properties on shortcut menu<br />Common reason to use form properties<br />Decide to base form on different record source from one used to create form<br />When using form to add data to underlying tables<br />Be sure to include primary and foreign key(s) fields in form<br />41<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  42. 42. Common Form Properties<br />42<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  43. 43. Common Form Section Properties<br />43<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  44. 44. Controlling Form Printing<br />Control form’s vertical spacing on printed page <br />Include date and page number <br />Using Access-provided functions<br />44<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  45. 45. Printing a Selected Record in Form View<br />Print Preview button <br />Preview form <br />See how it will print<br />45<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  46. 46. Level 2 Summary<br />Add subform to existing form<br />Modify form layout<br />Create form from query<br />Create command buttons<br />Modify form properties<br />Print form<br />Use print preview<br />46<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  47. 47. Level 3 Objectives: Creating Forms for Completing Daily Business Tasks<br />Improve usability of forms<br />Place calculations on forms<br />Develop advanced forms<br />47<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  48. 48. Improving the Usability of Forms<br />Use form controls <br />Speed up process of locating particular record<br />Include calculated control in form<br />Create multiple-page forms <br />Create forms with multiple subforms<br />Learn about tab order<br />Control focus in form to skip unbound controls<br />48<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  49. 49. Locating a Record Quickly<br />Find tool <br />Click field to search for particular value<br />Open find and replace dialog box<br />Enter value to match <br />Access searches for records that contain same value in selected field<br />Combo box <br />Displays list of values <br />Users select one from list<br />49<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  50. 50. Ways to Locate a Record<br />50<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  51. 51. Locating a Record Quickly (continued)<br />Use Control Wizard to add combo box to form<br />Focus<br />Indicates control currently active and ready for user action<br />Combo Box Wizard<br />Provides three options for listing values in combo box <br />Look up values in table or query<br />Let users type value <br />Let users select value that Access matches to find record<br />51<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  52. 52. Sorting the Contents of a Combo Box for Locating a Record<br />Access sorts contents of combo box <br />Based on default sort order of record source<br />Use control’s property sheet to specify sort order for record source<br />Row source property<br />Indicates how Access should provide data to combo box <br />Provides build button to open SQL query builder window<br />52<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  53. 53. Adding a Calculation to a Form<br />Include calculated field on form<br />Create field in query<br />Use query as record source for form<br />Or add an unbound control that contains calculation directly to form<br />Create unbound control<br />Text box button<br />Enter calculation<br />53<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  54. 54. Streamlining the Main Pharmacy Processes in a Complex Form<br />Process analysis <br />List steps and substeps employees perform <br />Indicate which database objects used to complete each task<br />54<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  55. 55. Step 1: Registering New Customers or Confirming Customer Identity<br />Usually completed by technician<br />Uses command button wizard to add two command buttons to open associated forms<br />55<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  56. 56. Step 2: Filling and Refilling Prescriptions<br />Started by technicians <br />Pharmacist must check for<br />Drug interactions <br />Confirm instructions and dosages<br />56<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  57. 57. Creating Forms with Many Subforms<br />Arrange fields in logical groups<br />According to how employees most often use them<br />Click subform/subreport button <br />Start subform wizard<br />Prevent data errors<br />Change properties of subform so it does not allow edits, deletions, or additions<br />57<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  58. 58. Completed frmPrimaryActivity with Three Subforms<br />58<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  59. 59. Creating Multipage Forms Using Page Break<br />Too many fields to fit comfortably on one screen<br />Continue form onto additional page <br />Place page break in form <br />Page up or page down key moves from page to page<br />59<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  60. 60. Creating Forms Using Tab Controls for Multiple Subforms<br />Tab control <br />Add multiple subforms to form in compact way<br />Each subform has tab at top <br />Layered one on top of other<br />Add first tab by clicking tab control button<br />Add additional tabs by<br />Right-clicking blank spot in tab control<br />Clicking insert page<br />60<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  61. 61. Form with Tab Controls<br />61<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  62. 62. Changing Tab Order and Tab Stop<br />Form created with form tool or Form Wizard <br />Places fields in order they appear in table design<br />After fields rearranged for more logical data entry <br />Form needs modification to arrange order of movement through fields<br />Called tab order<br />Test each form by <br />Opening form <br />Pressing tab key to see if cursor stops in each field in appropriate order<br />62<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  63. 63. Level 3 Summary<br />Locate records using<br />Find tool<br />Combo box<br />Add calculations to forms<br />Create forms with multiple subforms<br />Tab canvas<br />Set tab order<br />After modifying field order on form<br />63<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />
  64. 64. Chapter Summary<br />Forms provide easy to use interface<br />Create using Wizards<br />Use subforms to display related data<br />Create form from query<br />Create command buttons<br />Create forms that display large amount of data<br />Multiple subforms<br />Multiple pages<br />Tab canvases<br />64<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach<br />

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