Ch04 Access
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Ch04 Access Presentation Transcript

  • 1. Collecting Data for Well-Designed Forms
    1
    Chapter 4
    “Making good decisions is a crucial skill at every level.”—Peter Drucker
  • 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
    2
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 3. Tools Covered in this Chapter
    AutoFormat (predefined and custom)
    Calculated field
    Combo box (for locating a record)
    Command button
    Control Wizards
    3
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 4. Tools Covered in this Chapter (continued)
    Find tool
    Form properties
    Form Wizard
    Subform control
    Tab control
    Tab order
    4
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 5. Level 1 Objectives:Developing Simple Forms to Facilitate Data Entry
    Design forms for efficient data entry
    Create simple forms for data entry and editing
    Develop a consistent user interface
    5
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 6. 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
    6
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 7. 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
    7
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 8. Comparing a Well-Designed Form with a Poorly Designed Form
    8
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 9. 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
    9
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 10. 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
    10
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 11. Creating Simple Forms for Data Entry and Editing
    Access provides many ways to create forms
    Options for creating simple forms
    Form tools
    Form wizard
    11
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 12. Creating a Form Using a Simple Form Tool
    Click the Form tool on the Create tab
    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
    12
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 13. 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
    13
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 14. Using the Form Wizard
    Specify field order
    Specify particular layout and style for form
    Click the More Forms button on the Create tab, and then click Form Wizard
    14
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 15. Starting the Form Wizard
    15
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 16. Select the Fields you Want to Show on the Form
    16
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 17. 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
    17
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 18. frmCustomer in Design View
    18
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 19. 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
    19
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 20. 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
    20
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 21. Toolbox Tools for Forms
    21
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 22. Toolbox Tools for Forms
    22
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 23. Important tools on the Arrange tab
    23
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 24. Blank Form in Design View with Typical Sections
    24
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 25. 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
    25
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 26. 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
    26
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 27. Changing 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
    27
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 28. Saving a Custom Style as an AutoFormat
    28
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 29. Level 1 Summary
    Forms provide easy to use interface
    Normally used in production databases to access/edit data
    Create using
    Form wizard
    Use AutoFormats to customize form appearance
    Create custom AutoFormats
    29
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 30. Level 2 Objectives: Creating Forms that Use Fields From More than One Table
    Create multitable forms
    Improve navigation on forms
    Control form printing
    30
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 31. 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
    31
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 32. 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
    32
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 33. 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
    33
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 34. Modifying the Form Layout (continued)
    Labels
    Move with text field or independently
    Edit text
    Resize
    34
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 35. 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
    35
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 36. Creating a Form from a Query (continued)
    Prevent editing
    Set form properties to No
    Allow edits
    Allow deletions
    Allow additions
    Data entry
    36
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 37. 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
    37
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 38. 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
    38
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 39. Command Button Options
    39
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 40. Adding an Unbound Graphic to a Form
    Insert image
    Click Logo button in the Controls group
    Inserts graphic into form header
    Move and resize as needed
    40
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 41. 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
    41
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 42. Common Form Properties
    42
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 43. Common Form Section Properties
    43
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 44. Controlling Form Printing
    Control form’s vertical spacing on printed page
    Include date and page number
    Using Access-provided functions
    44
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 45. Printing a Selected Record in Form View
    Print Preview button
    Preview form
    See how it will print
    45
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 46. 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
    46
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 47. Level 3 Objectives: Creating Forms for Completing Daily Business Tasks
    Improve usability of forms
    Place calculations on forms
    Develop advanced forms
    47
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 48. 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
    48
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 49. 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
    49
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 50. Ways to Locate a Record
    50
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 51. 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
    51
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 52. Sorting the Contents of a Combo Box for Locating a Record
    Access sorts contents of combo box
    Based on default sort order of record source
    Use control’s property sheet to specify sort order for record source
    Row source property
    Indicates how Access should provide data to combo box
    Provides build button to open SQL query builder window
    52
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 53. Adding a Calculation to a Form
    Include calculated field on form
    Create field in query
    Use query as record source for form
    Or add an unbound control that contains calculation directly to form
    Create unbound control
    Text box button
    Enter calculation
    53
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 54. Streamlining the Main Pharmacy Processes in a Complex Form
    Process analysis
    List steps and substeps employees perform
    Indicate which database objects used to complete each task
    54
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 55. Step 1: Registering New Customers or Confirming Customer Identity
    Usually completed by technician
    Uses command button wizard to add two command buttons to open associated forms
    55
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 56. Step 2: Filling and Refilling Prescriptions
    Started by technicians
    Pharmacist must check for
    Drug interactions
    Confirm instructions and dosages
    56
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 57. Creating Forms with Many Subforms
    Arrange fields in logical groups
    According to how employees most often use them
    Click subform/subreport button
    Start subform wizard
    Prevent data errors
    Change properties of subform so it does not allow edits, deletions, or additions
    57
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 58. Completed frmPrimaryActivity with Three Subforms
    58
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 59. Creating Multipage Forms Using Page Break
    Too many fields to fit comfortably on one screen
    Continue form onto additional page
    Place page break in form
    Page up or page down key moves from page to page
    59
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 60. Creating Forms Using Tab Controls for Multiple Subforms
    Tab control
    Add multiple subforms to form in compact way
    Each subform has tab at top
    Layered one on top of other
    Add first tab by clicking tab control button
    Add additional tabs by
    Right-clicking blank spot in tab control
    Clicking insert page
    60
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 61. Form with Tab Controls
    61
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 62. Changing Tab Order and Tab Stop
    Form created with form tool or Form Wizard
    Places fields in order they appear in table design
    After fields rearranged for more logical data entry
    Form needs modification to arrange order of movement through fields
    Called tab order
    Test each form by
    Opening form
    Pressing tab key to see if cursor stops in each field in appropriate order
    62
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 63. Level 3 Summary
    Locate records using
    Find tool
    Combo box
    Add calculations to forms
    Create forms with multiple subforms
    Tab canvas
    Set tab order
    After modifying field order on form
    63
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
  • 64. Chapter Summary
    Forms provide easy to use interface
    Create using Wizards
    Use subforms to display related data
    Create form from query
    Create command buttons
    Create forms that display large amount of data
    Multiple subforms
    Multiple pages
    Tab canvases
    64
    Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach