Learning Microsoft Access 2007

By Greg Bowden

Chapter 5

Creating More Detailed Forms

Guided Computer Tutorials www.gct.com.au

Multi-user versions allow the school or institution to print as many copies as required. Victoria. and individual chapters are provided.gct.au © Greg Bowden This product is available in Single or Multi User versions. or to place the PDF files on the school network.com. 3216. Bookmarks provide links to all headings and sub-headings. but there may be instances where this has not been possible. If you intend to use the notes with multiple students the single user version should be upgraded to the multi-user version. Single-user versions are for single person use at any particular time. Guided Computer Tutorials would welcome any information that would redress this situation.PUBLISHED BY GUIDED COMPUTER TUTORIALS PO Box 311 Belmont. intranet and staff laptops. First published 2008 ISBN: 1 921217 52 9 (Module 1) 1 921217 53 7 (Module 2) PDF document on CD-ROM Every effort has been made to ensure that images used in this publication are free of copyright. Australia www. . just as a single text book would be used. A certificate of authentication is provided with multi-user versions.

Fields can be moved. etc. The easier the data entry process is made the less chance there is of incorrect data being entered. Access allows you to produce professional-looking screen displays which can be printed or simply designed to make data entry easier. load Microsoft Access. 5 Starting a New Database 1 2 If you are starting a fresh session. shadings and pictures added. close the current file. ensure that your STORAGE folder is select underneath it (use the BROWSE button to access it if necessary) then click on CREATE. 3 In the Access GETTING STARTED screen click on the BLANK DATABASE icon in the NEW BLANK DATABASE section. © Guided Computer Tutorials 2008 5-1 . If you are continuing directly from the previous chapter.Chapter Creating More Detailed Forms When databases become larger it is necessary to be able move fields anywhere on the screen so that all the data can be clearly seen. In this chapter you will create a data entry form for a department store using DESIGN VIEW. graphics. 4 In the BLANK DATABASE pane enter the file name BIG CITY.

2 Enter the following Field Names. sounds or videos to be stored in the field. Data Types and Descriptions: Item Code Item Name Department Description Cost Price Retail Price Dealer Photo Text Text Text Text Currency Currency Text OLE Object Enter the item’s code Enter the item’s name Enter the item’s Department Enter a description of the item Enter the cost price of the item Enter the retail price of the item Enter the dealer’s name and address Import a picture of the item 3 Your field definitions should look like this. the descriptions that you do enter will appear at the bottom of the screen when a field is selected. © Guided Computer Tutorials 2008 iii 5-2 . providing assistance to the person entering the data. however. but the default settings will suffice for this activity. We could have adjusted the field sizes of all the fields. The descriptions of the fields is not essential. NOTE: i ii An OLE Object field allows graphics.Learning Microsoft Access 2007 Defining the Fields 1 Open the CREATE tab in the RIBBON and click on the TABLE DESIGN icon to start a new table.

enter the table name: Data and select OK. 2 3 The table will be deleted as no fields have been entered into it. 1 Click on the TABLE 1 tab then RIGHT+CLICK on its icon and select CLOSE. Click on the SAVE icon in the QUICK ACCESS TOOLBAR. Deleting the First Table The first table that access provides when you start a database can be deleted.Creating More Detailed Forms 5 4 The table needs to be saved. Close the DATA table. This is not necessary for this activity so select NO. © Guided Computer Tutorials 2008 5-3 . 5 You will be asked to set a PRIMARY KEY.

5-4 © Guided Computer Tutorials 2008 . We will create a form that displays all the fields on the one screen. In this case we will create the form in DESIGN VIEW. The one database can have several different forms.Learning Microsoft Access 2007 Starting the Form The FORMS section of the program allows you to control how the data will be displayed on the screen. 2 The form is opened in DESIGN VIEW which has a grid in the DETAIL section and rulers at the top and left. A Opening the Form in Design View 1 Open the CREATE tab in the RIBBON and click on the FORM DESIGN icon.

set the RECORD SOURCE box to the DATA table. NOTE: When creating a detailed data entry screen. Hold down the mouse button and drag the corner to the bottom right corner of the screen. B Linking the Form to the Data Table When creating a form in DESIGN VIEW the table or query that stores the data must be specified. The cursor should change to a cross hair with arrows.Creating More Detailed Forms 5 3 Move the pointer over the bottom right corner of the grid. in the DATA tab. Click on the PROPERTY SHEET icon in the RIBBON to open the PROPERTY SHEET pane and. usually as much of the screen as possible is used. © Guided Computer Tutorials 2008 5-5 .

1 In the PROPERTIES SHEET pane open the FORMAT tab. to 4 so that there are 4 dots per cm. 2 You can drag the left border of the pane to the right to reduce the width of the FIELD LIST pane if you wish. The purpose of a data entry screen is to make the data as easy as possible to view and enter. 5-6 © Guided Computer Tutorials 2008 . so time is usually taken to make data entry screens look attractive. which are near the bottom of the list. Inserting Fields Fields and labels can be placed anywhere on the screen. 1 Click on the ADD EXISTING FIELDS icon in the RIBBON and the FIELDS LIST pane replaces the PROPERTY SHEET pane. 2 Set the GRID X and GRID Y boxes.Learning Microsoft Access 2007 C Setting the Grid The grid that is provided can be changed to show less dots.

NOTE: The co-ordinates on the grid are read as (11. 4 Select the ITEM NAME field from the FIELD LIST pane and drag it to (4. so that its top left corner is in line with 4 cm in the top ruler and 3 cm in the left ruler.1). 5 Drag the DEPARTMENT field to (11. That is. That is 11 cm in the top ruler and 1 cm in the left ruler.3).Creating More Detailed Forms 5 3 Select the ITEM CODE field in the FIELD LIST pane then drag the field (which attaches to the pointer) to be in line with 11 cm in the top ruler and 1 cm in the left ruler. © Guided Computer Tutorials 2008 5-7 .3).

3 Try moving just the DEPARTMENT field box using its move ‘handle’. the large ‘handle’ at the top left of the label until an arrowed crosshair is added to it then drag the label up and to the left. Move ‘handles’ Resize ‘handles’ Field Label Field box 1 Move the pointer over the DEPARTMENT label’s move ‘handle’. a series of ‘handles’ are placed around the field box. The following diagram summarises the ‘handles’. 2 Press CTRL+Z to undo the move and return the label to its original position.Learning Microsoft Access 2007 Understanding the Handles When you drag a field into the form. These ‘handles’ allow the object (call a control in Access) to be moved or resized. Only the DEPARTMENT label moves. 4 Press CTRL+Z to undo the move and return the field box to its original position. 5-8 © Guided Computer Tutorials 2008 .

© Guided Computer Tutorials 2008 5-9 . 8 Move the pointer over the bottom right ‘handle’ of the DESCRIPTION field box until it changes to diagonal arrows and drag the ‘handle’ to (14. Both the DEPARTMENT field box and its label should move. NOTE: This will make the DESCRIPTION field wider and longer so that more text can be seen on the screen. 7 Drag the DESCRIPTION field from the FIELD LIST pane to (4.Creating More Detailed Forms 5 5 Move the pointer over the border of the DEPARTMENT field box (not over a ‘handle’ ) until the arrowed cross-hair is added to it and drag the DEPARTMENT field box to another position on the screen.5).4). 6 Press CRTL+Z to return the field and its label to their original position.

5-10 © Guided Computer Tutorials 2008 . Any obvious errors can be adjusted early. This is where the data is entered. 2 Use the arrow next to the TABLES heading in the NAVIGATION pane to set it the ALL ACCESS OBJECTS so that you can see the table and the form. 1 Click on the SAVE icon in the QUICK ACCESS TOOLBAR. call the form: Data Entry and select OK to save the form. but it does not save any of the designing that you carry out. Looking at the Form It is good practice to regularly look at how the form is shaping up as you build it. Microsoft Access saves any data that you enter into a form automatically.Learning Microsoft Access 2007 Saving the Form You should save the form regularly as you build it. 1 Click on the VIEW icon in the RIBBON at the top left of the FORM window (not the arrow at its base) and your screen should be changed to FORM VIEW.

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