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