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
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Chapter Introduction
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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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Designing Forms for Efficient Data
Entry
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Electronic form
 Object used to enter update and print records
 Present records in format that makes data easy to
enter and retrieve
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Guidelines for designing electronic forms:
 Provide meaningful title
 Organize fields logically
 Use appealing form layout
 Include familiar field labels
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Designing Forms for Efficient Data
Entry (continued)
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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
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Before creating form in Access
 Sketch on paper
 Verify database integrity
 Test tables and relationships
 Examine and enter sample data
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Comparing a Well-Designed Form
with a Poorly Designed Form
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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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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
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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
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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
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Creating a Form Using an XP
AutoForm Wizard (continued)
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Move from one record to another
 Click buttons on navigation bar at bottom of main form
 Data in subform changes
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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
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Starting the Form Wizard
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Select the Fields you Want toXP
Show on the Form
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Developing a Consistent UserXP
Interface
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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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frmCustomer in Design View
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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
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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
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Controls for Forms
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Toolbox Tools for Forms
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Toolbox Tools for Forms
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Important Buttons on the FormXP
Design Toolbar
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Blank Form in Design View with
Typical Sections
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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
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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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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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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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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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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
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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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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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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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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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Modifying the Form Layout
(continued)
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Labels
 Move with text field or independently
 Edit text
 Resize
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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
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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
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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
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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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Command Button Options
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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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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
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Common Form Properties
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Common Form Section Properties
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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
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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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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
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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
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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
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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
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Ways to Locate a Record
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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
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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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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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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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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
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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
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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
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Completed frmPrimaryActivityXP
with Three Subforms
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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
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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
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Form with Tab Controls
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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
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After fields rearranged for more logical data entry
 Form needs modification to arrange order of movement
through fields
 Called tab order
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Test each form by
 Opening form
 Pressing tab key to see if cursor stops in each field in
appropriate order
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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
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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
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Access 2003: A Problem-Solving Approach
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