XP Controls for Forms - University of Hawaii at Hilo
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Transcript XP Controls for Forms - University of Hawaii at Hilo
XP
Chapter 4
Collecting Data for Well-Designed
Forms
“Making good decisions is a crucial skill at every level.”
—Peter Drucker
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Chapter Introduction
•
•
Automate process of acquiring data needed for dayto-day operation of business
Forms can show only one record at time
Provide many advantages to database users
Flexibility for users and designers
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Consist of one or many pages
Design all forms in a database to create consistent
look and feel
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Access 2003: A Problem-Solving Approach
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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
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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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
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Comparing a Well-Designed Form
with a Poorly Designed Form
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Verifying Database Integrity
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Accurate data
Major goal in every database
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Errors can be prevented by the design of database
All IDs created with AutoNumber field type
Prevent manual entry of these fields
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Examine each table in design view
Verify that field properties in place
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Test
Format masks
Relational integrity
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Examining and Entering Data
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Enter data into records using
Table’s datasheet view
Using form that includes fields from one or more tables
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Most Access database applications use forms for
data entry
After database released for regular business use
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating Simple Forms for Data
Entry and Editing
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Access provides many ways to create forms
Options for creating simple forms
• AutoForm wizard
• Form wizard
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating a Form Using an
AutoForm Wizard
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Click new object AutoForm button
On table datasheet toolbar
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Access creates form by
Arranging all fields in table in columnar format
Displays first record in form window
Converts subdatasheet into subform
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Move from one field to next
Press Tab key
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating a Form Using an XP
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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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Using the Form Wizard
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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
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Starting the Form Wizard
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Select the Fields you Want toXP
Show on the Form
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Developing a Consistent UserXP
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
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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frmCustomer in Design View
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Examining a Form in Design View
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Record source
Underlying object
Provides fields and data in form
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Bound form
Displays data from fields in record source
Type for data-entry forms
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Unbound forms
Do not have record source
Designed to help users navigate through database
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Examining a Form in Design View
(continued)
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Link form to record source
Using design elements called controls
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Work with form in design view
Manipulate controls
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Place control on form
Use toolbox toolbar
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Detail section for main body of form
Displays records and contains all bound controls
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Controls for Forms
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Toolbox Tools for Forms
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Toolbox Tools for Forms
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Important Buttons on the FormXP
Design Toolbar
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Blank Form in Design View with
Typical Sections
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Access 2003: A Problem-Solving Approach
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Examining a Form in Design View
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Form header
Displays information that always appears on form even
when records change
Top of screen
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Form footer
Displays information that always appears on form
Bottom of screen
Often contain
• Instructions for using form
• Buttons to perform actions
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Examining a Form in Design View
(continued)
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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
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Grid
Form background
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Customizing the Style of a Form
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AutoFormat
Predefined design to apply to form
Includes
• Styles
• Options such as font, color, and border
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Adding a Title to a Form
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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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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Saving a Custom Style as an XP
AutoFormat
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Open AutoFormat dialog box
Click customize button to create AutoFormat
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Access 2003: A Problem-Solving Approach
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Level 1 Summary
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Forms provide easy to use interface
Normally used in production databases to access/edit
data
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Create using
AutoForm wizard
Form wizard
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Use AutoFormats to customize form appearance
Create custom AutoFormats
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Level 2 Objectives:
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Creating Forms that Use Fields
From More than One Table
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Create multitable forms
Improve navigation on forms
Control form printing
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Adding a Subform to an Existing
Form
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Subform
Form embedded in another form
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Primary form
Called main form
Underlying table usually has one-to-many relationship
with table underlying subform
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Main form and subform linked
Subform displays only records that related to current
record in main form
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Adding a Subform to an Existing
Form (continued)
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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
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Main form can have more than one subform
Subform can also contain another subform
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Modifying the Form Layout
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Select control
Eight handles appear on corners and edges
Upper-left corner is move handle
Other seven handles called sizing handles
• Resize control
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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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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Modifying the Form Layout
(continued)
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Labels
Move with text field or independently
Edit text
Resize
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Access 2003: A Problem-Solving Approach
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Creating a Form from a Query
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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
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Use Form Wizard to create form based on query
Access asks which table to view results by
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating a Form from a QueryXP
(continued)
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Prevent editing
Set form properties to No
• Allow edits
• Allow deletions
• Allow additions
• Data entry
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Adding Command Buttons to aXP
Form
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Command buttons
Users click to perform common tasks
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Access provides collection of command buttons
Associated with actions
Can contain
• Text
• Standard icons available from Access
• Graphics
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Adding Command Buttons to aXP
Form (continued)
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Create
Using Command Button Wizard
By adding button to form then setting properties
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Be consistent when creating command buttons
Location on form
Order
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Command Button Options
Chapter 4
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Access 2003: A Problem-Solving Approach
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Adding an Unbound Graphic toXP
a
Form
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Insert image
Click image button on toolbox toolbar
Inserts graphic into form header
Move and resize as needed
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Exploring Other Form Properties
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Open property sheet for form
Right-click form selector button in upper-left corner of
form
Click properties on shortcut menu
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Common reason to use form properties
Decide to base form on different record source from
one used to create form
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When using form to add data to underlying tables
Be sure to include primary and foreign key(s) fields in
form
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Common Form Properties
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Common Form Section Properties
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Access 2003: A Problem-Solving Approach
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Controlling Form Printing
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Control form’s vertical spacing on printed page
Include date and page number
Using Access-provided functions
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Printing a Selected Record inXP
Form View
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Print preview button
Preview form
See how it will print
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Access 2003: A Problem-Solving Approach
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Level 2 Summary
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Add subform to existing form
Modify form layout
Create form from query
Create command buttons
Modify form properties
Print form
Use print preview
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Level 3 Objectives:
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Creating Forms for Completing
Daily Business Tasks
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Improve usability of forms
Place calculations on forms
Develop advanced forms
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Improving the Usability of Forms
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Use form controls
Speed up process of locating particular record
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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
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Locating a Record Quickly
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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
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Combo box
Displays list of values
Users select one from list
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Ways to Locate a Record
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Locating a Record Quickly
(continued)
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Use Control Wizard to add combo box to form
Focus
Indicates control currently active and ready for user
action
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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
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Sorting the Contents of a Combo
Box for Locating a Record
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Access sorts contents of combo box
Based on default sort order of record source
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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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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Adding a Calculation to a Form
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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
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Create unbound control
Text box button
Enter calculation
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Access 2003: A Problem-Solving Approach
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Streamlining the Main Pharmacy
Processes in a Complex Form
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Process analysis
List steps and substeps employees perform
Indicate which database objects used to complete
each task
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Access 2003: A Problem-Solving Approach
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Step 1: Registering New
Customers or Confirming
Customer Identity
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Usually completed by technician
Uses command button wizard to add two command
buttons to open associated forms
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Step 2: Filling and Refilling
Prescriptions
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Started by technicians
Pharmacist must check for
Drug interactions
Confirm instructions and dosages
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating Forms with Many
Subforms
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Arrange fields in logical groups
According to how employees most often use them
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Click subform/subreport button
Start subform wizard
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Prevent data errors
Change properties of subform so it does not allow
edits, deletions, or additions
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Completed frmPrimaryActivityXP
with Three Subforms
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating Multipage Forms Using
Page Break
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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
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating Forms Using Tab XP
Controls for Multiple Subforms
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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
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Form with Tab Controls
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Changing Tab Order and Tab Stop
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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
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Level 3 Summary
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Locate records using
Find tool
Combo box
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Add calculations to forms
Create forms with multiple subforms
Tab canvas
Set tab order
After modifying field order on form
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Chapter Summary
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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
Chapter 4
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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