FORMS
Form
is a printed or typed document with blank spaces for insertion of the required
information. Access provides Forms, which prompt the user to provide
information that can be fed into a database. Forms allow to add or to update one
record at a time in a table. Creating forms for database can make entering data
much more convenient as compared to datasheet view. The forms can be designed
according to the requirements. If we change a record in a form, it will be
reflected in the table as well. Data can be inserted, updated, and deleted in
your database using a Form object.
Access provides three main views in which a form is displayed
FORM VIEW This view is used to enter or edit the data.
DESIGN VIEW This view is used to adjust the
design of the form. It gives a more detailed view of the structure of the form,
like Header, Detail, and Footer sections.
LAYOUT VIEW This view is used to change the appearance
of a form
CREATING FORM USING FORM WIZARD
The
Form Wizard is an in-built feature of Microsoft Access. It makes the form
creation easy and fast.
Steps to create form
using Form Wizard
To
create a Form through Form Wizard, follow the steps given below:
·
Select
any table from the Navigation pane (say student)
·
Click
on the Create tab on the Ribbon.
·
Click
on the Form Wizard option in the Forms group.
· The Form Wizard dialog box appears on the screen.
·
Select
the table or query on which the form is to be created from the Tables/Queries drop-down box
·
Select
the fields from the Available Fields
category which is to be used for the form. Transfer all the fields or selected
fields from the Available Fields box
to the Selected Fields box by
clicking on the corresponding buttons. Then Click on the Next button.
·
Now
choose a layout for the form. There are four options available for setting the
layout of the form
o
Columnar
o
Tabular
o
Datasheet
o
Justified
By default, the columnar layout is selected. As Soon as we select any option, the
preview of it appears on the left side. Click on the Next button.
·
In
the next step, give a desired title to your form and select the option Open the form to View or enter information.
· Click on the Finish button.
·
New
Form will be appeared in the access workspace.
Options to enter or
remove data from forms
When
we create a form, it opens in the Form
View. This view comprises the Record
Navigation toolbar that normally appears at the bottom of the Form View
window which enables to navigate the records, add a new record and search for
the records.
Record Navigation Toolbar
Adding a New Record
To add a
new record, follow the given steps:
·
Click
on the New Record button 
on the Record Navigation toolbar
·
Enter
the respective information in the blank fields.
·
Click
on Save button on the Quick Access Toolbar.
Removing a Record
To remove
data from a form, follow the given steps:
·
Using
the navigation buttons move to the record you want to delete.
·
Select
the Home tab and click on the
drop-down arrow of the Delete button
in the Records group.
·
To
delete the record, select the Delete
Record option and the record will be deleted.
MODIFYING FORMS
Modifying
Forms means to change the appearance of a form and its fields or the behaviour
of controls (fields).
To modify a
form, follow the steps:
·
Choose
Forms in All Access Objects List pane.
·
Now
right click on the created form and select Design
View.
·
The
form will open in the Design View.
In the Design View, we can see different controls on the form, such as labels, text boxes, buttons, and so on. These controls are used to create an interactive form. They help to display data, perform actions, and let you view and work with the records.
Every
form control has a set of properties, such as name, length, height, width,
font, colour, border colour, etc. The properties of a form can be customized
through the Property Sheet dialog
box. To change the parameters of the control as per our requirement, double-click
on it.
Changing Properties of a Labels
A
label displays the name of a field in the form. To change the properties of the
label, follow the given steps:
·
Select
the label by clicking on it.
·
Open
Property Sheet by clicking on the Property Sheet option in the Tools group of the Design tab.
·
In
the Property Sheet, edit the Caption
property by adding a new value.
Changing Background
Colour of a Form
To
change the background of the Form, follow the given steps
·
Open
the form from the list of objects available in the All Access Objects List pane
·
Click
on the Form area to select it.
·
Open
the Property Sheet by clicking on the Property Sheet option in the Tools group of
the Design tab.
·
In
the Form Property Sheet, click on the Back Color property Select the desired colour
from the drop-down list
·
The
background colour of the form will be changed.
Note:
To open the property list, press Alt +
Enter Key
REPORTS
A
report is a summary of the database. It is an effective way to organize and summarize
the data for viewing and printing. It consists of the information obtained from
tables or queries as per the user's requirements.
Advantages:
1.
Reports
are useful where we need to share the information from the database with someone
but do not want that person to actually work with the database.
2.
Reports
also provide the facility to group and sort the items, thus making it much more
readable.
REPORT SECTIONS
In
Access, a report is divided into the following sections.
Report Header: It appears at the top of each page
in a report. It contains the information like logo, title or date.
Page Header: Page header contains the
information that is to be displayed at the top of the report.
Detail: It is the place where we use the
controls that make up the main body of the report. It displays the records and appears
between page header and page footer
Page Footer: This section is printed at the end
of every page. It is used to print the page number or total number of pages.
Report Footer: Report footer prints report totals
or the other information for the entire report. It appears on the last page of
the report and displays the summary of the entire report.
CREATING A REPORT
USING WIZARD
A
report can be created like a form.
Steps to create the
report using Report Wizard
·
Click
on the Create tab and select the Report Wizard button in the Reports group.
·
The
Report Wizard window appears
·
Select
the table of your choice from the Table/Queries drop-down list.
·
Select
the table or query on which the form is to be created from the Tables/Queries drop-down box
·
Select
the fields from the Available Fields
category which is to be used for the form. Transfer all the fields or selected
fields from the Available Fields box
to the Selected Fields box by
clicking on the corresponding buttons. Then Click on the Next button.
·
The
Report Wizard displays the next screen to add any grouping level in the report.
Click on the Next button.
·
Now
select the field by which you want to sort the record (say first_name) and
select the sorting order by clicking on the box. Then Click on the Next Button.
·
Choose a layout for the report from the
displayed options in the Layout section. Select the Orientation-Portrait or
Landscape as per your requirement. Now, click on the Next button.
·
Now,
Type a suitable name or title for your report
·
Click
on the Finish button. Access displays the preview of the report.
EDITING A REPORT
To edit the created report, open it
in the Design View. To open the report in the Design View, follow the given
steps:
·
Select
the report in the Navigation pane
·
Click
on the View button in the Home tab and select the Design View option from the drop down
list. Or Right click on the report in the Navigation pane and select the Design View option from the Context
menu.