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    Chapter.11 Chapter.11 Presentation Transcript

    • Chapter 11
      Finalizing a Database
    • What’s Inside and on the CD?
      In this chapter, you’ll learn how to manipulate a database to:
      Create forms
      Generate reports
      Print reports
      Convert reports into Web pages
      2
      Practical Microsoft Office 2010
    • How do I create a form using a Wizard?
      Data can be displayed as a form
      A form allows you to view one record at a time
      Form Wizard helps you design a form which can be edited on-screen
      3
      Practical Microsoft Office 2010
    • How do I create a form using a Wizard?
      Form Wizard – Which fields do you want on your form?
      Usually, you will want to add all fields - Click button to add all fields
      To add individual fields, select each and click button
      Remove individual fields by clicking button
      4
      Practical Microsoft Office 2010
    • How do I create a form using a Wizard?
      5
      Practical Microsoft Office 2010
    • How do I create a form using a Wizard?
      Form Wizard – What layout would you like for your form?
      You can experiment with layouts to see how they affect different types of data
      Columnar places label next to field and lists fields in columns
      Tabular puts field label at top of a column
      Datasheet layout resembles a spreadsheet
      Justified layout displays fields across screen in rows with label above each field
      6
      Practical Microsoft Office 2010
    • How do I create a form using a Wizard?
      7
      Practical Microsoft Office 2010
    • How do I create a form using a Wizard?
      Form Wizard – What title do you want for your form?
      Forms you create are automatically saved
      Now you can use form to view, edit, or add records to table
      Click Refresh All to update the corresponding table
      Use navigation controls to move from one record to next and to add new records
      8
      Practical Microsoft Office 2010
    • How do I create a form using a Wizard?
      9
      Practical Microsoft Office 2010
    • How do I create a form using a Wizard?
      To modify a form and layout, you must switch to Design View
      To move a label and the associated data field:
      move the pointer over the label until it changes to a four-headed arrowshape
      drag label and data field to new location
      10
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      Create a report to print your data
      To create a report you specify which fields to include
      Reports often include totals and subtotals and detailed information
      11
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      Report Wizard – Which fields do you want on your report?
      Click button to add individual fields
      Click button to add all fields
      12
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      Report Wizard – Do you want to add grouping levels?
      Grouping level sorts records according to entries in group field
      You might group a list of products by manufacturer, then group by item number
      13
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      14
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      15
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      Report Wizard – What sort order and summary information do you want for detail records?
      sort within a group by clicking the down arrow button
      select field to sort
      select Ascending or Descending button to change sort order
      16
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      Report Wizard – How would you like to lay out your report?
      Select an option button in the Layout section
      Preview helps to visualize the layout of the completed report
      17
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      Report Wizard – What title do you want for your report
      type name of report
      Report is automatically saved
      Report is displayed when you click Finish
      Use scroll bars to view any pages not showing
      18
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      19
      Practical Microsoft Office 2010
    • How do I create a report using a Wizard?
      Modify report layout at any time:
      Right-click report name
      Click Design View from shortcut menu
      Use options on the Report Design Tools tabs
      Use sizing handles to resize objects on report
      To move object:
      Position pointer over object until it changes to a four-headed arrow
      Drag to new location
      20
      Practical Microsoft Office 2010
    • How do I print a report?
      Contents of report are automatically updated to reflect database contents each time you display or print report
      The printed report is a snapshot
      Include date and time report was printed to help determine if data is current
      21
      Practical Microsoft Office 2010
    • How do I print a report?
      To add date or time as header:
      Right-click report name in the Navigation Pane
      Click Design View on the shortcut menu
      Click the Date & Time button in the Design tab
      Select the date and time formats
      Click the OK button
      22
      Practical Microsoft Office 2010
    • How do I print a report?
      Move date and time fields to any location:
      Select both fields by holding down Shift key while clicking each field
      Move pointer over edge of fields until pointer changes to a four-headed arrow
      Drag to desired location on report
      23
      Practical Microsoft Office 2010
    • How do I print a report?
      24
      Practical Microsoft Office 2010
    • How do I print a report?
      25
      Practical Microsoft Office 2010
    • How do I save a report as a Web page?
      A report can be posted on the Web in HTML format
      Be sure to select HTML Documents
      Use a Web browser to preview the report
      As you make changes to database, posted Web page will reflect old data
      Open report periodically and export it again as Web page
      26
      Practical Microsoft Office 2010
    • How do I save a report as a Web page?
      27
      Practical Microsoft Office 2010
    • Do I need to specify relationships?
      In a relational database, tables can be related to each other
      Makes data management more efficient
      A link between two tables is called a relationship
      One-to-many: One record in a table is related to many records in another table
      Many-to-Many: A record in one table can be related to many records in another table and vice versa
      One-to-One: A record in one table is related to only one record in another table
      Use the Relationships group on the Tools tab to create, view, and modify relationships between the tables
      28
      Practical Microsoft Office 2010
    • Do I need to specify relationships?
      29
      Practical Microsoft Office 2010