Plug-In T8: Decision Making Using Access 2007

1. Plug-In T8: Decision Making Using Access 2007 Business Driven Technology

2. LEARNING OUTCOMES • Describe the steps for creating a form using the Form Wizard in Access • Describe the steps for creating and saving AutoForms using Access • Describe the steps to modify the properties of a form using Access • Describe the steps for creating a report using the Report Wizard in Access • Describe the steps to modify the properties of a report using Access

3. INTRODUCTION • A formis nothing more than a graphical representation of a table • You can add, update, and delete records in your table by using a form • A reportis an effective way to present your data in a printed format • You have control over the size and appearance of everything on a report, you can display the information the way you want to see it

4. FORMS • An Access form is a window that contains a set of controls to view, enter, or edit database information, typically one record at a time • In a form, data are obtained directly from one or more tables or data that have been extracted using a query

5. Creating A Form Using TheForm Wizard • To create a form using the Form Wizard: • Open the file RentalBikesFullVersionfromyour H: drive ( or course website if you don’t have it) • Click the Create tab • Click the More Forms button, and then click Form Wizard • Click the Tables/Queries drop-down arrow and select Table: BIKE • Add all BIKE fields by clicking on the double right arrow (>>) • Click Next • Select the Columnar form layout • Click Next • Type in BIKE FORM for a form title. • Click Finish to open the form and begin entering data

6. Creating A Form Using TheForm Wizard

7. Accessing Several Tables or Queries in a Form • When you select the fields for your form in the first Form Wizard dialog box, you can add fields from several tables or queries • To add fields from each table or query, select it in the Tables/Queries drop-down list and then use the buttons to move the fields you want to the Selected Fields list

8. Creating And Saving Forms • To use the AutoForm Wizard to create a Columnar Form: • In the Navigation Pane, select the CUSTOMER table • Click on the Create tab, and then click on the Form button • Access automatically creates a Columnar Form based on the CUSTOMER table you selected. • Since the CUSTOMER table has a linked relationship to the RENTAL table, Access displays the RENTAL table contents associated with the CUSTOMER information • Close the form by clicking the Close box in the upper-right corner • Save the form as CUSTOMER.

9. Creating And Saving Autoforms

10. Find data using a form • You can navigate through all the records in a form, but you may want to find a particular record more quickly. • The SEARCH command allows you to specify the record you want to see and then will navigate directly to that record. • To use the SEARCH command: • Place your cursor in the form on the field for which you want to search • Press the Find button and enter the value you are looking for • The form will display the record(s) that match your Find criteria.

11. Maintain table data using a form • Not only can you view your data in a form, you can also make modifications to the data right in the form. • Once you have navigated to the record you want to change, you can make your changes. • When you move off the record, the changes are made directly to the table. • Access will allow you to add, modify, and delete records in forms view.

12. Add and Delete records in Form view • In addition to making changes to a record in the form, you can also delete an entire record. • The deletion is made immediately and you will not be able to recover that record once it is deleted • Always approach deletions of any kind with caution • Records can be added using a form as well. To add a record: • Click the New Record button on the form view toolbar • A blank form will appear. Enter the new data values for the new record

13. REPORTS • Reports are used primarily for printing selected database information • A report labels, groups, sorts, and summarizes the data it presents • Like a form, a report can display data directly from one or more tables or it can display the results of a query

14. Using The Report Wizard • To create a report using the Report Wizard: • Click the Create tab, and then click the Report Wizard button in the Reports group • Click the Tables/Queries drop-down arrow • Select the CUSTOMER table and select all the fields except the Drivers License, Telephone, and Credit Card No • Then select the RENTAL table and select the Date field • Lastly, select the BIKE table and select the Description field • Click Next to go to the next step • Note: If you selected fields from more than one table or query in the previous step, the second Report Wizard dialog box asks you to choose one table or query that will be used for grouping the information in the report, if possible

15. Using The Report Wizard • The next step asks how you want to view the report - double-click BIKE • Click Next • Make Date the first grouping level • (Note: Use a grouping level to organize the data into subgroups by the value of a specific field) • Click Next • Next, for sort order, specify State as the primary data sort • Click Next • Select the Stepped report layout and Landscape orientation • Click Next • Select the Office style for the report • Click Next • Type in Customer Rental by State Report for the title and select Preview the report • Click Finish

16. Using The Report Wizard

17. Modifying The Report Design • To modify the report design: • Double-click the Customer Rental by State Report • Notice that the Description name is truncated and the State column needs to be moved to the right • Switch to Layout view by clicking the View button • Click the Description control under the Bike_ID header section, and then drag the sizing right handle to increase the width of the control box • Make sure that you can see the Date column control • Select the State column heading and resize that control to have fewer spaces • Switch to Report View via the View toolbar button to see your changes

18. Modifying The Report Design

19. Changing Margins And Page Orientation For Reports • To change the margins for a report: • Open the report in Layout View • Click the Page Setup tab, and then click the Page Setup button in the Page Layoutgroup • Select the Print Options tab in the Page Setup dialog box • Change the values for the top, bottom, left, or right margin • Click OK

20. Changing Margins And Page Orientation For Reports • Open the report in Design View • Click the Page Setup tab, and then click the Page Setup button • Select the Page tab in the Page Setup dialog box • Click the radio button for Portrait or Landscape orientation • Click OK

21. Practice with Report • Using NorthEast Database, create a report based on EmployeName, City, StateProv, ContactFirstname, ContactLast Name, and Phone from Employer table, all fields from Position table, sorted by positionID, no grouping, landscape