Access Forms and Reports

One way to start a form is to use the Form Wizard

Let’s create a form for our Real Estate database, for the Listings table (we’ll do a little bit of Activity 4 but not all of it)

Now go back into Design View to edit the form

Resize windows Move fields around Many more properties / controls available

Label controls – headings, labels, captions, instructions

Text box controls – data is displayed or entered here

Toggle buttons, option / radio buttons, check boxes

Option group – contains multiple toggle buttons

List box – a pull down menu which is always down

Combo box – a pull down menu which you must pull down, and also lets you add an option that is not on the list

When working with forms, notice Table button (or Field List), Toolbox button, and Wizard button in Toolbox

Let’s try another example Create a form using Name text 50, Married

Yes/No, Employed Yes/No, Home Owner Yes/No, City text 50, and State text 2

Make Name a text box, Married a toggle button, Employed a check box, Home Owner an option button, City a combo box, and State a list box

Click on Field List button. If you can’t click on this, click on Properties and set Record Source to appropriate table

Click on Toolbox and make sure Wizard button is pressed

Click on ab|, then click and drag on Name field

Click on Toggle button, then click and drag on Married field

Now put a caption or a picture in the toggle button using Properties

Pretty much everything in Access has a list of properties associated with it

To display properties, you can click on View Properties from the menu bar

Or you can right click on an item Let’s look at some properties

Create form for main table On toolbox, click on subform button (make

sure the Wizard button is pressed) Answer the wizard’s questions

Note – if you change the data on the form, you are changing it in the database!

You can use the form for entering new data You can create a form for a query and if you

enter new data on the query form, it changes the data in the table!

Let’s stop here and try our activity

A report has the following parts:◦ Report header (one per report)◦ Page header (one per page)◦ Detail (each line of information)◦ Page footer (one per page)◦ Report footer (one per report)

ABC Monthly Report (page header)

Employee ID Expense Job Title (detail section)Jones 123 $134.40 EngineerSmith 234 $333.22 ProgrammerZygote 345 $123.33 Analyst

April 19, 2007 (page footer)

Use the Wizard to create a report Here are the first questions:

Do you want to group items in your report? For example, do you want to group by job title?

Or maybe you want to group them by city?

For the remaining fields, do you want them in any particular order?

Finally, do you want a total of all salaries? Click on Summary Options and get this:

What kind of report layout would you like?

Finally, you may have to go into Design View to “clean up” the report

Using the Real Estate database, create a report which uses the fields from the Listings table and includes the Listing Number, Address, City, Frame Type and Taxes. Group by City. Total the Taxes.

Let’s say the report is done but now you want to add the average of all taxes to the report footer? How do we do that?