xp chapter 4 succeeding in business with microsoft office access 2003: a problem-solving approach 1...

Chapter 4 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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XP

Collecting Data for Well-Designed Forms

Chapter 4

“Making good decisions is a crucial skill at every level.”—Peter Drucker


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XPChapter 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


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XPDesigning 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


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XPDesigning 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


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XPComparing a Well-Designed Form with a Poorly Designed Form


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XPVerifying 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


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XPExamining 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


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XPCreating Simple Forms for Data Entry and Editing

• Access provides many ways to create forms Options for creating simple forms

• AutoForm wizard• Form wizard


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XPCreating a Form Using an AutoForm Wizard

• Click new object AutoForm button On table datasheet toolbar

• 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


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XPCreating 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


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XPUsing the Form Wizard

• Specify field order

• Specify particular layout and style for form

• New form dialog box Click Forms button on Objects bar Click New button on Database Window toolbar Click Form Wizard

• Select table


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XPStarting the Form Wizard


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XPSelect the Fields you Want to Show on the Form


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XPDeveloping 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


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XPfrmCustomer in Design View


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XPExamining 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


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XPExamining 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


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XPControls for Forms


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XPToolbox Tools for Forms


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XPToolbox Tools for Forms


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XPImportant Buttons on the Form Design Toolbar


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XPBlank Form in Design View with Typical Sections


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XPExamining 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


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XPExamining 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


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XPCustomizing the Style of a Form

• AutoFormat Predefined design to apply to form Includes

• Styles • Options such as font, color, and border


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XPAdding 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


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XPSaving a Custom Style as an AutoFormat

• Open AutoFormat dialog box Click customize button to create AutoFormat


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XPLevel 1 Summary

• Forms provide easy to use interface Normally used in production databases to access/edit

data

• Create using AutoForm wizard Form wizard

• Use AutoFormats to customize form appearance Create custom AutoFormats


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XPLevel 2 Objectives:Creating Forms that Use Fields

From More than One Table

• Create multitable forms

• Improve navigation on forms

• Control form printing


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XPAdding 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


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XPAdding 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


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XPModifying 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


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XPModifying the Form Layout (continued)

• Labels Move with text field or independently Edit text Resize


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XPCreating 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


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XPCreating a Form from a Query (continued)

• Prevent editing Set form properties to No

• Allow edits• Allow deletions• Allow additions • Data entry


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XPAdding 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


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XPAdding 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


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XPCommand Button Options


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XPAdding an Unbound Graphic to a Form

• Insert image Click image button on toolbox toolbar Inserts graphic into form header Move and resize as needed


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XPExploring 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


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XPCommon Form Properties


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XPCommon Form Section Properties


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XPControlling Form Printing

• Control form’s vertical spacing on printed page

• Include date and page number Using Access-provided functions


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XPPrinting a Selected Record in Form View

• Print preview button Preview form See how it will print


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XPLevel 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


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XPLevel 3 Objectives:Creating Forms for Completing

Daily Business Tasks

• Improve usability of forms

• Place calculations on forms

• Develop advanced forms


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XPImproving 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


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XPLocating 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


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XPWays to Locate a Record


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XPLocating 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


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XPSorting 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


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XPAdding 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


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XPStreamlining 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


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XPStep 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


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XPStep 2: Filling and Refilling Prescriptions

• Started by technicians

• Pharmacist must check for Drug interactions Confirm instructions and dosages


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XPCreating 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


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XPCompleted frmPrimaryActivity with Three Subforms


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XPCreating 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


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XPCreating 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


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XPForm with Tab Controls


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XPChanging Tab Order and Tab Stop

• Form created with AutoForm 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


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XPLevel 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


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XPChapter 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

xp chapter 4 succeeding in business with microsoft office access 2003: a problem-solving approach 1...

Documents

xp chapter

microsoft office access

problemsolving approach

welldesigned forms chapter

designing forms

access database applications

sample data slide

electronic forms