Exploring Microsoft® Access® 2016 ComprehensiveFirst Edition.docx

Exploring: Microsoft® Access® 2016 Comprehensive
First Edition
Chapter 4
Creating and Using Professional Forms and Reports
Moving Beyond Tables and Queries
Copyright © 2017 Pearson Education, Inc. All Rights Reserved
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Exploring: Microsoft® Access® 2016 Comprehensive
In Chapter 4, you will develop and modify forms to input and
manage data. Then you will create and modify reports to display
and present information.
1
Objectives
Create Forms Using Form Tools
Modify Forms
Work with a Form Layout
Sort Records in a Form
Create Reports Using Report Tools
Use Report Views
Modify a Report
Sort Records in a Report

The objectives for this chapter are:
Create Forms Using Form Tools
Modify Forms
Create Reports Using Report Tools
Use Report Views
Modify a Report
2
Objective 1: Create Forms Using Form Tools
Skills:
Create a Form Using the Form Tool
Create a Split Form
Create a Multiple Items Form
In this section, the skills include:
Create a Form Using the Form Tool
Create a Split Form
Create a Multiple Items Form
3
Create a Form Using Form Tool (1 of 3)
A form is a database object used to add data to or edit data in a
table. There are several ways to create forms in Access in the

Form group on the Create tab. The most commonly used tool is
the Form tool. The Form tool is used to create data entry forms
for customers, employees, products, and other types of tables.
4
A split form combines two views of the same record source. By
default the top section is displayed in a stacked layout (Form
view), and the bottom section is displayed in a tabular layout
(Datasheet view). To create a split form, select a table or query
in the Navigation Pane. Click More Forms, and click Split Form
in the Forms group of the Create tab.
5
A multiple items form displays multiple records in a tabular
layout similar to a table’s Datasheet view. It provides you with
more customization options than a datasheet, such as graphical
elements, buttons, and other controls. To create a multiple items
form, select a table or query in the Navigation Pane. Click More
Forms, and click Multiple Items in the Forms group on the
Create tab.
6
Objective 2: Modify Forms
Skills:

Edit Data in Form View
Delete a Field
Add a Field
Format Controls
Add a Theme
Edit Data in Form View
Delete a Field
Add a Field
Format Controls
Add a Theme
7
Modify Forms (1 of 5)
You can use Form view to add, edit, and delete data in a form.
However, the layout and design of the form cannot be changed
in this view. Use the Navigation bar at the bottom of the form to
move between records. You can move from one field to the next
using the Tab key or clicking your mouse into the field.
8
To delete a field in a form, display the form in (Stacked) Layout

view, and click the text box control of the field to be deleted.
Click Select Row in the Rows & Columns group on the Arrange
tab to select both the text box and its associated label. Press
Delete.
9
You may need to add new fields to an existing table and
incorporate them into a form. To do so, display the form in
(Stacked) Layout view, and click Add Existing Fields in the
Tools group on the Design tab. A Field List pane opens. Click
and drag the desired field to the precise location on the form.
10
You may want to change the formatting of one or more controls
on the form. Some common formats for form controls include
font size, font emphasis, alignment, background color, font
color, and number format.
11

A theme is a defined set of colors, fonts, and graphics that can
be applied to forms or reports. You can see a Live Preview of
the available themes as you point to them in Layout or Design
view using the Themes command in the Themes group of the
Design tab.
12
Objective 3: Work with a Form Layout
Skills:
Modify a Form Layout
In this section, the skill is:
Modify a Form Layout
13
Although Access uses a layout control to keep the controls and
fields in a form neatly arranged, you can easily modify a form
layout. The tools are on the Arrange tab and will display in
either Layout view or Design view. The Table group on the
Arrange tab contains commands to add gridlines to a form’s
layout, change from stacked to tabular layout, or remove the
layout. The Rows & Columns group contains commands to
insert rows and columns.
14
Objective 4: Sort Records in a Form
Skills:

15
When a form is initially created using the Form tool, the sort
order of the records depends on the sort order of the record
source. Tables sort on the primary key. Queries are sorted in a
variety of ways. You can modify the sort order in a form using
the Sort & Filter group.
16
Objective 5: Create Reports Using Report Tools
Skills:
Use the Report Tool
Use the Report Wizard
Use the Report Tool
Use the Report Wizard
17
Create Reports Using Report Tools (1 of 3)

A report is a document that displays information from a
database in a format that outputs meaningful information to its
readers. The easiest way to create a report is to use the Report
tool in the Reports group on the Create tab, which can create a
tabular report based on the selected table or query.
18
The Report Wizard prompts you for input in a series of steps to
generate a customized report. Using the wizard enables you to
make certain customizations quickly and easily without having
to be an expert in report design. You’ll find the Report Wizard
in the Reports group on the Create tab. Additional steps of the
wizard are shown on the next slide.
19
After selecting the tables and grouping as shown on the
previous slide, the Report Wizard prompts you to determine the
sorting and summary data. You will also specify the preferred

layout of the report on the wizard.
20
Objective 6: Use Report Views
Skills:
Use Print Preview
Publish to PDF
Use Print Preview
Publish to PDF
21
Use Report Views (1 of 2)
Access has four report views. These include Report, Layout,
Design, and Print Preview. To switch between the four views,
click the View arrow in the Views group.
Report view and Print Preview view do not allow you to make
modifications to the report. Print Preview enables you to see
exactly what the report will look like when its printed. It also
provides you with the option to export and save the report to a
different file type such as Word.
22
Use Report Views (2 of 2)

When you want to share a report but not the entire database, you
can export the report to PDF. Portable Document Format, or
PDF, is a file type that was created for exchanging documents
independently of software applications and operating system
environments. Because some Access reports can be very large
files, check the file size prior to emailing a report.
23
Objective 7: Modify a Report
Skills:
Add a Field
Remove a Field
Change Orientation
Apply a Theme
Add a Field
Remove a Field
Change Orientation
Apply a Theme
24
Modify a Report (1 of 4)
New fields can be added to a table and then incorporated into a
report. Adding a field to a report with stacked or tabular layout
is similar to adding a field to a form. To add a field to a report,
open the report in Layout view. Click Add Existing Fields in the

Tools group on the Design tab. Click and drag the desired field
to the precise location on the report.
25
Even if a field was available in a table or query as a record
source, you may not want it displayed in a report. You can
delete it from the report by opening the report in Layout view.
Click the Text box control of the field to be deleted. Click
Select Row in the Rows & Columns group on the Arrange tab.
Press Delete.
26
At times, you may want to print a report in Landscape
orientation instead of Portrait orientation so that more columns
display or for other considerations. You can make this change
using the Page Setup tab. In the Page Size group, you can
change the margins and in the Page Layout group and you can
work with options such as orientation.
27

Themes can enhance a report’s appearance and improve its
readability. Access has built-in themes that you can use. To
apply a theme, open the report in Layout or Design view. Select
Themes in the Themes group on the Design tab. As you point to
a theme, you will see a Live Preview. Click the theme to select,
and then apply it.
28
Objective 8: Sort Records in a Report
Skills:
29
When a report is created using the Report tool, the sort order of
the records depends on the sort order of the record source.
Typically, the primarily key of the record source controls the
sort order. However, a report has additional features for sorting.
To change the sorting in a report, open the report in Layout or
Design view. Click Group & Sort in the Groupings & Totals
group on the Design tab. Click Add a sort and select the field by
which you want to sort. You can add additional sorts by
clicking Add a sort again.
30

Summary
Forms and reports are database objects
Forms improve data entry and editing
Form tools enable you to create customized, professional
looking forms
Reports display information in a meaningful format
Report tools enable you to create a variety of reports
Forms and reports as database objects have some characteristics
in common. Tools to create them are similar in function. They
use tables or queries as record sources.
Forms improve the data entry process and enable editing of the
data. With Form tools you can create customized, professional
looking forms.
Reports display database information in a meaningful format.
Using Report tools you can create a variety of reports, and
implement sorting and grouping.
31
Questions
Forms are useful to input and manage data. Reports are useful
to display, present, and share information. Access has many
tools to help you with both. Are there any questions?
32
Copyright

33

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