DAY 20:ACCESS CHAPTER 4

RAHUL KAVIRahul.Kavi@mail.wvu.eduOctober 22, 2013

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LAST CLASS

• Calculated fields– In queries– In tables

• Functions– DateDiff, Now

• Aggregate(Summary) queries• Lookup fields

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TODAY’S CLASS

• IFF function (calculated fields in Queries)• Forms• Creating Forms• Form Wizard• Blank Forms, Split Forms, Multiple item

Forms, etc.• Designing and editing Forms.

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IFF FUNCTION

• Syntax of IFF function:Iff(<variable1> condition <variable2>, true_part, else_part)

• Example 1: = IIF([ShippingDate<Date(), “Shipped”, “Not Shipped”)

• Example 2: =IIF([ShippingDate]<Date(), “Shipped”, IFF([ShippingDate]=Date(), “Shipping today”, “Unshipped”))

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FORMS

• A form is a database object used to add or edit data in a table

• There are three reasons for using forms to add or edit data:– You are less likely to edit the wrong record by

mistake– You can create a form that shows data from more

than one table simultaneously– You can create Access forms to match paper forms

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FORMS

• Too much data in one form will confuse users.

• Use one form for each task.

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CREATING BASIC FORMS

• Create->Forms– >Form– >Form Design– >Blank Form– >Form Wizard

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CREATE->FORMS->FORM

• Creates a form for the currently selected table– It will also include a subform for any table that

has a foreign key that is related to the main table

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CREATE->FORMS->FORM DESIGN

• Creates a new, blank form in design view– Design view allows you to add labels and

fields and place them how you would like

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CREATE->FORMS->BLANK FORM

• Creates a new, blank form in layout view– Layout view allows you to add labels and

fields, but it automatically places them based on the style

– Form Layout Tools->Arrange->Table• Stacked (default)• Tabular

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CREATE->FORMS->FORM WIZARD

• Create a form using any combination of fields from any number of tables– Allows you to select how to group things for

subforms– Example: Songs grouped by Album

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SPLIT FORMS

• Split forms combine a form with a datasheet view of the table– Create->Forms->More Forms->Split Form– Creates a split form for the selected table– You can navigate to different records with the

normal navigation buttons, or selecting the record from the datasheet view

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MULTIPLE ITEMS FORMS

• Multiple items forms are similar to datasheet view, but allow you to customize the fields and layout

• Create->Forms->More Forms->Multiple Items

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DATASHEET FORM

• Datasheet forms are even more like datasheet views than multiple item forms

• While you can still edit the fields and their order, the layout is exactly like datasheet views on tables

• Like all forms, allows you to include fields from multiple tables

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EDITING FORMS

• Add fields• Delete fields• Layout Control

– Remove layout– Add layout

• Adjust width• Add a theme

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SORTING RECORDS

• From form view, do one of the following:– Right click, select sorting order– Select field (be careful with yes/no fields as

selecting them will change the value), then Home->Sort & Filter->Ascending or Descending

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FORM SECTIONS

• Forms have 3 sections… header, footer, and detail

• These sections can be seen and edited in Design View

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IMPORTANT CONTROL TYPES

• Text box• Label• Button• Tab• Toggle button

• List box• Check box• Option button• Subform

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NEXT CLASS

• Reports– Create, modify– Sorting– Report sections– Control Types