Midterm

Lesson 9

CREATING A SIMPLE FORM

Objective In this lesson you will learn how to create form with and without the Form Wizard

Form is simply a form that appears on the screen that is used for viewing one data editing existing

records entering new records and printing individual records Using the Access form you can create a

form that resembles the printed forms commonly used in an office

There are four ways to create a form

Create a form that lets you enter information for one record at a time The Form command makes a basic

form showing a single record at a time

Command creates a form showing one record on top and includes the datasheet view of entire source

table on the bottom

Command creates a form that shows all the records at once which looks very similar to the source table

in datasheet view

Create a new blank form in Design View In Design View you can make advanced design changes to

forms such as adding custom control types and writing code

Creating a Form

You can create form through a process known as wizards Wizards speed up the process of creating a

professional form because it does the basic work for you There are two types of wizards that you used to

create a form and these are ndash Form and Form Wizard You can use both of these forms to add edit or

delete data from a table or query

Form creates a form that displays all fields and records in the selected table or query in the blink of an eye Form Wizard is hidden under the More Forms command It walks you through the process of creating more customized forms

Creating a Form with The easiest way to create a form is with Form Form simply plunks the fields from a single table into a form itrsquos the least flexible form but itrsquos very convenient

Activity 10 CREATING A FORM WITH FORM

Follow these steps 1 In the All Access Objects window or pane click the Employee Info table 2 Click the Create Tab from Form group click Form 3 And then click the Save button and name it as Employees Profile Form

Creating a Form with

Form Wizard

The Form wizards require the user to interact with Access by providing some information that will be used to create a new form This type of wizards takes you through several different steps and asks you several questions before it creates a form There are four different types of layout in Form Wizard available in Access and these are Columnar Tabular Datasheet and Justified

Activity 11 CREATING A FORM WITH FORM WIZARD

The Form Wizard offers a good compromise between the automation of Auto Form and the control of creating a form from scratch The following steps show you how to create a new form using the form Wizard 1 Click the Create tab click More Forms and Select Form Wizard 2 Open the TablesQueries drop-down list and then choose the Employees Info table from the list 3 Click the OK button 4 In the next dialog box Access displays all the fields associated with the highlighted table Click the gtgt

button to move all the fields into the Selected fields box All the fields that appear in the left box will appear on the new form

5 Click Next to continue Yoursquoll be asked to choose a layout Columnar (the most common) Tabular Datasheet or Justified Click each of the buttons to see a preview of that type When yoursquove made a decision click the one you want and click Next

6 In this next step Access asks you to select a background for your form select any of the Style The preview of the form appears on the left side Click the Next button

7 The final step in the Form Wizard asks you to type a title for the form being created Type Employees Info Form as the title of this new form

8 Click the Finish button and the form appears ready for data entry The first record in table appears in it

Sections of a Form

Form Header A form header displays information that you want to show for every record such as a title of the form or command buttons that open related forms or carry out other tasks A form header appears at the top of the screen in Form view and at the top of the first page when printed

Page Header A page header displays information such as a title graphics column headings or any information that you want at the top of every printed page Page headers appear only on printed forms

Detail Section A detail section displays records You can either display one record on the screen or page or you can display as many as will fit

Page Footer Page footer displays information such as the date page number or any information that you want at the bottom of every printed page Page footers appear only on printed forms

Form Footer Form footer displays information that you want to show for every record such as command buttons or instructions for using the form Form footer appears only at the bottom of the screen in Form view or after the last detail section on the last page when printed

The Navigation Buttons

The buttons at the bottom of the window in Form View are called Navigation Buttons These buttons give the user a graphical way of quickly moving between records The following table briefly describes these buttons

Button Description Function

First record Moves to the first record

Previous record Moves to the next record

Last record Moves to the last record

Next record Moves to the next record

Blank (new) record Add a new record

You create a basic form and customize it in Design view (Design view A window that shows the design of these database objects tables queries forms and reports macros and data access pages In Design view you can create new database objects and modify the design of existing ones) to suit your requirements

1 In the All Access Objects window or pane click the Employee Info table 2 Click the Create Tab from Form group click Form Design 3 Click the name of the table or other record source that includes the data you want to base your form

on If the form wont contain data (for example if you want to create a form to use as a switchboard to open other forms or reports or if you want to create a custom dialog box) dont select anything from field list

If you want to create a form that uses data from more than one table base your form on a query

Activity 12 CREATING A FORM USING FORM DESIGN

The following steps show you how to create the Employees Salaries Entry form based on Employees Info Employees Income and Employees Deduction tables 1 Click the Create tab click Blank Forms 2 At Blank Form change view into Design View 3 Select the following fields from the Employees Info Table EmployeeID Lastname Firstname

Middlename and Position 4 Click again the down-arrow button located to the right of the TablesQueries box and then select the

Employees Income table from the list 5 The fields of the Employees Income table are displayed in the Available Fields box In this box the

EmployeeID field is highlighted Since we are already used the EmployeeID of the Employees Info table there is no need for you to select this field again

6 Instead select the Department field and click the gt button to moved this field in the Selected Fields box

7 Click the gt again trice to move the NDW PR and GP fields in the Selected Fields box respectively 8 Click again the down-arrow button located to the right of the TablesQueries box and then select the

Employees Deduction table from the list 9 Select the following fields of the Employees Deduction Table SSS PHIC HDMF WTAX

ADV_VALE and TD 10 After selecting the necessary fields click now the Next button 11 Click again the down-arrow button located to the right of the TablesQueries box and then select the

Employees Income table from the list 12 Select the following fields of the Employees Income Table NP 13 After selecting the necessary fields click now the Next button 14 The next step in the Form Wizard is the selection of layout for your form Select the layout that you

want in this Activity select Columnar and then click the Next button 15 In the next step the Form Wizard asks you to select the background From the available list select

the background that you want in this exercise select Office and then click the Next button 16 The final step in the Form Wizard asks you to enter a name for your form Type Employees Salaries

Entry as the name for this form and then click the Finish button Wait for a few seconds while Access generates the form

Property Sheets

In Microsoft Access you use properties to determine the characteristics of tables queries fields forms reports and data access pages Every section and control on a form report or data access page has properties as well Control properties determine the structure appearance and behavior of a control as well as the characteristics of the text or data it contains

The title bar shows the type and name of the selected object

Each tab displays properties of a specific category

Note To open the properties window in design view press F4

Printing a Form After Access displays the new form in the Form View window you can print this form by following these steps

1 Click the Office button point to Print and then click Print button 2 In the Print dialog box click OK button

Lesson 10

MODIFYING FORM

Objective In this lesson you will learn how to modify a form

Arranging and Repositioning of Controls

Controls are graphical objects as labels text boxes lists check boxes and buttons that you place in

a form to display the data or perform an action Using a form you are not limited to change the labels and

text boxes size of each item rather you can also move or reposition each control inside the form For

Example if you want to move the GP control follows these steps

1 Right click the Employees Salaries Entry and select Design View 2 Press and hold the left mouse button Notice while you are still holding the left mouse button the

mouse pointer changes to an open hand 3 Drag the control on a new location 4 Release the mouse button 5 Now try to rearrange the controls of the Employees Salaries Entry Form as displayed

Using the Controls Group

To simplify your task of placing controls on a form Access provides an extensive tool set in the toolbox The table below briefly describes each tool set in the toolbox

TOOL TOOL NAME PURPOSE

Select Object Selects an Object

Control Wizard Turns the control wizard on or off

Label Create a label to display text

Text Box Create a box to display or edit data

Option Group Creates a group of control that allows one choice

Toggle Button Create a button to indicate a true value when pushed

Option Button Create one button in a single choice set of buttons

Check Box Create a box to indicate a true or false value

Combo Box Create a box to edit data or to choose value from a list

List Box Create a list of values

Button Create a button to run a macro or call a Visual Basic function

Image Create a frame to display a static image

Unbound Object Create a frame to display an OLE object

Bound Object Create a frame to display an OLE object from the database

Page Break Mark the beginning of a new screen or page

SubformSubreport Create a frame to display an embedded form or report

Line Create a line

Rectangle Create a rectangle

Types of Control

The Access form can have one of the three types of controls and these are bound unbound and calculated The following section describes the differences between these types

BOUND CONTROLS

A control that is connected or tied to a field in a formrsquos underlying table or query You use the bound control to display add and update values from a field in your database In this activity you are going to add bound controls to Employees Salaries Entry Form You will begin by deleting the original controls in the form ndash the controls bound to the Sex fields ndash and replace them with bound control the Sex text box becomes a Combo box

ADDING BOUND CONTROLS TO THE FORM

To add button controls to the form you have to follow these general steps 1 In the toolbox click a button that represents the type of control that you want 2 Click the Field List button and then select the field that you want to display in the control 3 Drag the selected field to the form

PLACING COMBO BOXES IN A FORM

To place a combo box in the form follow these steps 1 In the Design View window right click the Gender text box 2 And then point to Change to and then select Combo Box 3 Click the Save button from the Quick Access Toolbar

UNBOUND CONTROLS

In an unbound control the field is not connected or linked in the underlying table or query You can use unbound control to display information lines rectangles and pictures

ADDING UNBOUND CONTROLS TO THE FORM

Your next step for revising the form is to add two unbound controls to the form-a label that serve as the heading and rectangle that will surround the text boxes

PLACING A STAND - ALONE LABEL TO THE FORM

You can create a stand-alone label on the form by using the Label button located on the Toolbox This kind of label is not attached to any other form Its function is to create other information such as heading or title on a form 1 In Design View Select Label button from Control Group 2 Click the Label button and then drag the mouse pointer on the Form Detail Section When you have

the mouse pointer it will appear as a +A

3 Click the left mouse button and type this heading Employee Name Then press the Enter key to complete your entry

4 In the toolbar click the down-arrow on the Font Size box and then select 14 from the list click the Bold button

5 Reposition and resize the label box 6 Click the Label button and then drag the mouse pointer on the Form Detail Section When you have


7 Click the left mouse button and type this heading Earnings Then press the Enter key to complete your entry




11 Click the left mouse button and type this heading Deductions Then press the Enter key to complete your entry


13 Reposition and resize the label box

CREATING A RECTANGLE

The second unbound control that you are going to place on the form is by draw a rectangle around the label heading To draw this rectangle follow these steps 1 In the Toolbox click the Rectangle button 2 Position the mouse pointer just above the label heading

3 When you move the mouse pointer it will appear as +

4 Hold down the left mouse button and drag the mouse pointer to surround your heading Then release the mouse pointer

Note If the rectangle that you placed in your form hides the heading you created previously Click the Format menu and then choose the Send to Back command

5 Click the Form View button to display your form

Activity 13 MODIFYING FORM

CHANGING THE LABEL

The following steps show you how to change the labelrsquos name

1 With the Form still active click the Form View button To display the Form Design View 2 Click the Form Maximize button to expand the formrsquos size 3 Position the mouse pointer on the NDW label and then press the left mouse button Access

displays a small black square around the text box 4 Move the mouse pointer inside the NDW label box and then press the left mouse button again 5 Delete the word NDW and then type Number of Days Worked 6 Repeat procedure number 4 and 5 to change the label

Label Change to PR Rate per Day GP Gross Pay TD Total Deduction NP Net Pay

7 See the result of the revised form

CALCULATED CONTROL

To display the calculated GP of each Employee in a form you can add a Calculated control on the Ave field A Calculated control uses an expression to define a calculation for the control Expressions are combinations of operators (such as + or -) control names field names functions and constants that returns a value The following steps show you how to add a calculated control to the GP field

In the Form Design Window click the Gross Pay text box Access displays a small black square around the field

Click the GP field again Inside the Text box delete the GP then type this expression

=([NDW][PR]) Click the TD field again Inside the Text box delete the TD then type this expression

=([SSS]+[PHIC]+HDMF+WTAX+ADV_VALE) Click the NP field again Inside the Text box delete the NP then type this expression

=([GP][TD])

Click the Form View button to display the form

Lesson 11

ADDING OBJECTS AND COMMAND BUTTONS TO A FORM

Objective In this lesson you will learn to create an unbound object to a form using the unbound object control To create and to modify the embedded object One of the main feature of Access is it enables the user to add objects created in other application to an Access form For Example you can add the companyrsquos logo that you created with Paint Program or other graphics program The type of control used to add picture or object depends whether you want the object to be bound or unbound

Understanding OLE

One of the most important features of OLE is its capability to create embedded object For Example you can insert in your form drawings that you created manually in your Paint Program Another feature of OLE is that you can create an object and then embed it or you can embed existing file that contains text chart spreadsheet data or drawings The third feature of OLE is that you have the convenience of being to update it in the original application without the trouble of remembering which object came from which source programs ndash the embedded object will open the source application every time you double-click the object

Adding Unbound Objects

You can insert an unbound object to the Form by using the Unbound Object Frame button on the Toolbox When you insert the Object you have a choice of either embedded it into form or linked it to the original file The difference is that an embedded object is stored in the form and is always available A linked object is stored in the source file you can edit the object file separately and have the latest changes appear on your form EMBEDDING UNBOUND OBJECT

Using the Unbound Object Frame button on the Toolbox you can easily embed object The following steps show you how to insert an object from Paint Program to Access if you have a scan logo we can embed it and place it to your form

1 Right click Employees Salaries Entry Form and select Design View 2 Click the Unbound Object button on the Toolbox 3 Place the mouse pointer on the form Click where you want to embed the object The Insert Object

dialog box opens 4 Open the Paint Program and Open the file for example HAUBMP 5 Then select the Logo and click the Copy button or click Edit menu then Copy 6 Select the Microsoft Access at the task bar and since that you are still in Design View clicks the

Unbound Object 7 And then click the Paste button or click Edit menu then Paste 8 After Copy and Paste the object adjust the size of the window of the object 9 Click the Form View button to see the changes that had been created

CREATING AND EMBEDDED UNBOUND OBJECT

Most Windows applications that support OLE make it easy to create a new object and embed it in the document Using the Unbound Object Frame button on the Toolbox you can easily embed object The following steps show you how to embed unbound object in the Employees Salaries Entry Form 1 Right click Employees Salaries Entry Form and select Design View 2 Click the Unbound Object button on the Toolbox 3 Place the mouse pointer on the form Click where you want to embed the object The Insert Object

dialog box opens 4 In the Object type box select the type of the object that you want to create For Example if you want

to create a picture on your form select the Paintbrush Picture object 5 Click the OK button The applications that you choose either will opens or display a window into

which you can create the object 6 Create the object that you want 7 After creating the object adjust the size of the window of the object 8 Click the File menu and then click Exit and Return to Employees Salaries Entry Form The new

object is then embedded in your form 9 In the Form Design View click the objectrsquos size handle and then adjust the size and proportion of

the object

EDITING EMBEDDED OBJECT

If you want to edit the embedded object for example you want to add new data to it you can easily do so by following these steps 1 In the Form Design View double-click the embedded to open it 2 Edit the object 3 After editing click File menu and then click Exit and Return to Employees Salaries Entry Form

DELETING EMBEDDED OBJECT

Deleting an embedded object is easier than creating it To delete the embedded object just select it and then press the DELETE key

CREATING AND LINKING UNBOUND OBJECT

Linking an object is very useful if you plan to use the same object on several forms but you do not want to include it in your database file When you linked the object you only store the object at once but if the linked object file is move you have to reconnect the link The following steps show you how to create and link an object to form 1 Open the Windows Accessories Paint program 2 Create the picture that you want 3 Save the picture by choosing the Save command from the File menu 4 Close the Paint program 5 Open the Access program 6 From the Design View of the Employees Salaries Entry Form click the Unbound Object and then

click where you want to place the object 7 In the Insert Object window click the Create form file button and then type the path to the file If you

do not know the path click the Browse button and find where you stored the file 8 Click the Link check box and then click the OK button 9 Wait for a few seconds while Access creates the unbound object frame and displays the object

Activity 14 CREATING OBJECTS AND ADDING OBJECTS TO A FORM

CREATE A LOGO

PROCEDURE 1 Create a Logo using the MS Word or MS PowerPoint or Paint Program size 1rdquo height and 15rdquo

width

2 After creating the logo Copy the Logo and Paste to the Employees Salaries Entry Form and be sure that the form must be in Design View

3 Click the Form View button to see the changes that had been created 4 Add a Title and Type RGB Company Place beside the Logo

Activity 15 ADDING COMMAND BUTTONS ON YOUR FORM

If you want to insert another command button aside from the navigation buttons the following steps show you how to add a command button to a form 1 Right click Employees Salaries Entry Form and select Design View 2 Click the Command Button from the Control Group and then click where you want to place the

button 3 And be sure that Control Wizard button is activated 4 The Command Button Wizard appears on your screen telling you to answer this question What

Action do you want to happen when the button is pressed Select the Categories first Record Navigation Second selects the action Go to First Record

5 Then click the Next button 6 On the next dialog box telling you again to answer the next question Do you want text or picture

on the button If you choose Text you can type text to display If you choose Picture you can click Browse to find a picture to display Select Picture and select also Go to First

7 Then click the Next button again to go to next dialog box 8 The next dialog box telling you again to answer the next question What do you want to name the

button A meaningful name will help you to refer to the button later Then type First Record Thatrsquos all information the wizards to create your command button

9 Last steps click the Finish button And Access displays the command button with picture 10 Now add the following command buttons

A Go to First Record B Go to Previous Record C Go to Next Record D Go to Last Record E Find Record F Add New Record G Save Record H Delete Record I Print Record J Undo Record K Close Form

RGB

RGB Company

Lesson 12

CREATING OTHER FORMS

Objective In this lesson you will learn to create a Subform and filter the records on form

What is a SubForm

Subform is a form that is displayed within a form You can think of a formsubform combination as a hierarchical form a masterdetail form or a parentchild form wherein the primary form is called the main form and the form within the form is called subform Subforms are efficient when you want to display data from tables or queries with a one-to-many relationship

Activity 16 CREATING A SUBFORM

Create the Employees Gross Pay Form attached this from to the Employees Profile Form to create a subform

CREATING SUBFORM (EMPLOYEES INCOME FORM)

The following steps show you how to create the Employees Income Form using the Tabular Auto Form 1 In the Create tab click the More Forms and Select Form Wizard 2 Click the down-arrow button located to the right of the TablesQueries box and then select the

Employees Income table from the list Select the following fields Department NDW RPD and GrossPay Click the Next button

3 Select the Tabular Layout and Click Next button 4 Select the Style that you like and click Next button 5 Type Employees Gross Pay Form in the Title of the Form Access generates the form and

displays the records in the Form View window Click the Form View button to display the formrsquos design view

CREATING MAIN FORM (EMPLOYEES PROFILE FORM)

The following steps show you how to create the Employees Profile Form using the Blank Form 1 In the All Access Objects Window click Employees Info Table In the Create tab at Forms

Group and Select Form 2 Click the View button drop down list and select Design View

3 After modifying the form click and drag the Employees Income Form and place it below the

Position Label box and release the mouse 4 Click the View button drop down list and select Form View to display the records in the Form

View window And then click the Save button filename Employees Profile Form

Filter is a condition you placed on the records in an open form to temporarily separate a subset of records After applying the filter Access will display a record that meets the criteria you have specified However the next time you open the Form it displays all records until you click the Apply FilterSort command to apply the filter

Filter Records in a Form

When you are working with a form sometimes you may need a quick way to filter records To meet this need Access provides your three methods that you can use to filter records-Filter by Form Filter by Selection and Advanced FilterSort

USING FILTER BY SELECTION

The following steps show you how to filter records by using the Filter by Selection 1 In the Form View Window select the value that you want to be included in the results of the filter

For Example to display only the Employees under the Accounting Department then select the Accounting from the Department field

2 Click the and then click Equal ldquoAccountingrdquo The filtered results display only the records that contain the selected value

3 To further limit the set of records select another value and then repeat step 2 4 Save this form if you want to save the filter

USING THE FILTER BY FORM

The following steps show you how to filter a form by using the Filter By Form

1 In the Form View Window click the and then click Filter By Form 2 Access display the Filter By Form window and opens the Look for Tab select the field in which

you want to specify the criteria 3 Select the value from the list or type the value you want the filtered records to contain 4 To further limit the set of record select another field and type or select the new value 5 To specify the alternative values that filtered records can contain click the Or tab Select another

filed and enter a new value

6 Click the and then click Apply FilterSort 7 Save this Form if you want to save this filter

REMOVING A FILTER

After applying the filter you can display all the records that were previously in the Form by selecting the

Lesson 13

CREATING SIMPLE REPORTS

Objective In this lesson you will learn how to create reports using Report and Report Wizard

Why Create Reports Reports are specifically design to be printed and shared with other people With a report you can generate professional results that you can be proud of whether yoursquore distributing them on paper or publishing them on the Internet Reports are the method by which data can be viewed or printed in an organized and meaningful way Because you have control over the size and appearance of a report you can modify and display the data the way you want Creating a report is similar to creating a form However reports can only display data You cannot use it to input data

There are several ways to create a report ranging from easy-but-limited (Report) to difficult-but-very-flexible (Report Design) The intermediate choice is Report Wizard which offers some flexibility along with a fairly easy procedure

Report Create a basic report of the data in the current query or table to which you can add features such group or totals

Report Wizard Launch the report wizard which helps you to create simple customized reports

New Object Report Create a new blank report in design view In design view you can make advanced design changes to reports such as adding custom control types and writing codes

Labels Launch the label wizard to create standard or customized labels

Using Design View to Create a Report The Design View method is used if you want to create your own report from scratch without using a wizard When you used this method Access will create a blank report You will have to drag the fields and as well as any code that might be needed for the report

Activity 17 USING REPORT WIZARD TO CREATE A REPORT

The Report Wizard offers a good compromise between ease of use and flexibility With Report Wizard you can use multiple tables or queries and choose a layout and format for your report Follow these steps to create a report with Report Wizard 1 Open the Payroll Database Click the Create tab and at All Access Objects click Employees Info

Table 2 Click the Report Wizard

Multiple TablesQueries Allowed You donrsquot need to select a table or query from the drop down list in the New Report dialog box in step 3 because yoursquoll be selecting tables and queries in step 4 as part of the wizard

3 Open the TablesQueries drop-down list and select the Employees Info table from which you want to include fields

4 Click a field in the Available Fields list and then click the gt button to move it to the Selected Fields list Select the following fields EmployeeID Lastname Firstname Middlename Address TownCity and Province

5 If necessary select another table or query from the TablesQueries list and repeat step 5 When you finish selecting fields click Next The next screen of the wizard appears

6 If you want the records grouped by any of the fields you selected click the field and click the gt button If you want to select more than one grouping level select them in the order you want them Then click Next to move on

Grouping The Instructions on the screen are bit cryptic By default there are no groups You have to select a field and click the gt button to create a grouping Grouping sets off each group on the report If you select a field to group by the Grouping Options button becomes active and you can click it to specify precise grouping settings

7 Next yoursquore asked what sort order you want to use If you want sorted records open the top drop-down list and select a field to sort by You can select up to four sorts from the drop-down lists Then click Next

8 The next dialog box enables you to set the Sort order for your report Click the down-arrow button of the 1 box and then select the Lastname field from the list

9 Using the 2 box select the Firstname field as the second sort order Click the Next button

Ascending or Descending By default Access sorts in ascending order (A-Z) Click the AZ button next to the box to change the sort order to descending (Z-A) if you want

10 In the next dialog box choose a layout option from the Layout area When you click an option button the sample in the box changes to show you what yoursquove selected Select Tabular Layout

11 Choose the orientation for your printed report Portrait (across the narrow edge of the paper) or Landscape (across wide edge of the paper) Then Select Landscape Orientation and click the Next to Continue

12 In the next wizard dialog box yoursquore asked to choose a report style Several are listed click one to see a sample of it When youre satisfied with your choice click Next

13 In the final step of the report wizard type Employees Info Report as the name of the report 14 Click the Finish button Wait a few seconds while access generates the report and open the preview

window

Activity 18 USING REPORT TO CREATE A REPORT

If you want a plain no-drills report based on a single table or query Report is for you You can go back and improve its appearance later when you learn about customizing reports in next Lesson You can create a Tabular Report A tabular report resembles a datasheet To create a report with Report follow these steps 1 Open the Payroll Database Click the Create tab and at All Access Objects click Employees Info

Table 2 Click the Report 3 The report appears in Layout View 4 Save the report as Employees Info ndash Tabular

Activity 19 USING REPORT WIZARD CREATING A REPORT BASED ON MORE THAN ONE TABLE

From the previous discussion you saw how easy it is to create a simple report based on Employees Info table Using again the Report Wizard you can create a report based on more than one table This wizard speeds up the process of creating a report that brings data together from more than one table

The following steps show you how to create a report based on the Employees Info and Employees Income tables 1 Open the Payroll Database Click the Create tab and at All Access Objects click Employees Info

Table 2 Click the Report Wizard button 3 Open the TablesQueries drop-down list and select the Employees Info table from which you want

to include fields 4 Access displays the first dialog box of the report wizard Click the gt button to move the EmployeeID

Lastname Firstname Middlename and TIN fields from the Available Fields box to the Selected Fields box

5 In the same dialog box click the down-arrow button key located to right of the TablesQueries box and then select the Employees Income table from the list

6 Click the gt button again to move the Department NDW PR and GP fields to the Selected Fields box

7 In the same dialog box click the down-arrow button key located to right of the TablesQueries box and then select the Employees Deduction table from the list

8 Click the gt button again to move the SSS PHIC WTAX ADV_VALE and TD fields to the Selected Fields box


10 Click the gt button again to move the NP fields to the Selected Fields box 11 After moving the needed fields click the Next button 12 Because you want to group the report by Department select the Department field in the list box and

click the gt button This second step of the report wizard enables you to set the grouping options for the report Click the Next button


14 Using the 2 box select the Firstname field as the second sort order Click the Next button 15 In the next dialog box choose a layout option from the Layout area Select Stepped Layout And

then Select Landscape Orientation and click the Next to Continue 16 In the next dialog box enables you to set a Style for the report Choose a style that is appropriate

and then click the Next button 17 In the final step of the report wizard type Employees Payroll Registry Report as the name of the

report 18 Click the Finish button Wait a few seconds while access generates the report and open the preview

window

USING LABEL WIZARD TO CREATE A REPORT The Label Wizard is a powerful but easy to use wizard that is used to create standard mailing labels or other types of labels Lesson 15 ldquoCreating Labelsrdquo goes into great detail about creating mailing label in Access Sections of a Report

Report Header The report header appears once at the beginning of a report You can use it for items such as logo report title or print date

Page Header The page header appears at the top of every page in the report You use it to display items such as column headings

Detail Section The detail section contains the main body of a reportrsquos data This section is repeated for each record in the reportrsquos underlying record source

Page Footer The page footer appears at the bottom of every page in the report You use it to display items such as page numbers

Report Footer The Report footer appears once at the end of the report You use it to display items such as report totals The report footer is the last section in the report design but appears before the page footer on the last page of the printed report

Group Header By grouping records that share a common value You can calculate subtotals and make a report easier to read A group header appears at the beginning of a new group of records You use it to display information that applies to the group as a whole such a group name and department and so on

Setting up a Report After creating and viewing the report in the Print Preview window you are now ready to print it on the paper Not quite you have still to modify how the report will look when it is printed Follow these steps to modify the report before printing it

1 In the Layout View mode Click Page Setup 2 In response Access displays the Page Setup window This window contains three tabs ndash Margins

Page and Columns 3 In the Margin tab change the page margins if you want to put more data into a page The sample

preview on the right side of the window changes as you change the margins

4 Click the Page tab sets the orientation paper size and source and the printer to use for the report 5 In the Columns tab set the different field layout properties by changing the number of columns and

the row spacing 6 Click the OK button

Lesson 14

CUSTOMIZING A REPORT

Objective In this lesson you will learn how to move and size the controls to make the report more attractive and readable to center the heading of the report and to change controlrsquos border width

Entering Report Design View When you finish previewing a report yoursquove created close Print Preview and yoursquore automatically in Report Design view If you want to come back to Report Design view later from the Database window perform these steps 1 Right Click the report that you want to modify 2 Click the Design View button Report Views The different options to view reports are ndash Design View Print Preview and Layout Preview

Design View to create a new report or modify the structure of an existing report

Print Preview shows all the data that will appear on every page of the report

Layout Preview to quickly look the reportrsquos layout but it only includes enough data to show you what the report will look like

SWITCHING TO DESIGN VIEW The following are the methods to switch to the Design View If you are in Print Preview click the Close button to display the reportrsquos design Or in the Database Window 1 Click the View button 2 Select the report you want to view 3 Click the Design button SWITCHING TO REPORT OR LAYOUT PREVIEW To switch to Report or Layout view make sure you are in the Design View then click the Print Preview button to view all the data on a report or click the Layout Preview button to view the reportrsquos layout Changing the Appearance of the Report You can change the appearance of the report by means of moving sizing aligning or formatting a control The following sections describe how to customize a report

MOVING AND SIZING CONTROLS Access provides several tools to manipulate the controls in the Report Design view After the controls are added on the report you can easily move align and size them You can size or move a control only if it is selected To select a control simply clicks it Once it is selected you can size it by placing the mouse pointer on one of its size handles and dragging Or you can use the To Fit option from the Size command of the Format menu

Note To select more than one control hold down the shift key while clicking each control

To move a selected control simply place the mouse pointer on the control with its attached label and then move it


If you want a plain no-drills report based on a single table or query Report is for you You can go back and improve its appearance later when you learn about customizing reports in next Lesson You can create a Tabular Report A tabular report resembles a datasheet To create a report with Report follow these steps 5 Open the Payroll Database Click the Create tab and at All Access Objects click Employees

IncomeTable 6 Click the Report 7 The report appears in Layout View 8 Save the report as Employees Income Report CHANGING A LABEL To change the name of a selected label with a new name follow these steps 1 Click the label you want to change 2 Click inside the selected label 3 Change the label with a new text ALIGNING OF TEXT IN CONTROLS You can use the alignment buttons on the Toolbar to change the alignment of a selected text in a control For example you might want the heading of your report to appear to the center of a control instead of to the left To center the Employees Income Report heading follow these steps 1 Click the Employees Income Report control 2 On the Formatting Toolbar click the Center button to center the text CHANGING BORDER WIDTH When you create a form or report Access automatically surrounds the controls with a border The default controlrsquos border width setting is hairline but you can easily change it by using the Border Width property setting which range from 0 to 6 points To change the Employees Income Report width follow these steps 1 Click the Employees Income Report control 2 Press F4 To display Property Window 3 In the Property dialog box click the vertical scroll bar until you find Border Width option 4 Click the Border Width box and then click the down-arrow button 5 From the list select the new border width that you want

Lesson 15

CREATING MAILING LABELS

Objective In this lesson you will learn how to make mailing labels using names and address in a database

Easy Mailing Labels with Access If you have ever done mass mailings to club members customers or even friends the worst part was probably addressing all those envelopes Most Word processors (such as Word) have mailing label features that enable you to create mailing labels from a list of names but Access is even better it lets you create mailing labels directly from an address book database (or any other database) Many times in a corporation they need to mail a letter to all of their customers Given a database that contains customer records (Name Address TownCity and Province) you can easily create mailing labels Access provides a powerful and easy-to-use Label Wizard that allows you to design a mailing label To create a mailing label from Employees Info table determine the followings

First examine the fields contained in this table Second decides which field goes to the label And third determine the format of the label

Examining the Employees Info table you can see that the label should contain the following lines

Lastname Firstname Middlename Address TownCity Province

Activity 21 CREATING MAILING LABEL WITH THE LABEL WIZARD

After determining the format of the label you are now ready to create a mailing label 1 Open the Payroll Database Select the Employees Info table and click the Create tab 2 Click Labels button 3 The first screen of the label Wizard appears In this dialog box access displays a predefined set of

label sizes and Select the Product Number 5160 from the list 4 Click Sheet feed or Continuous (Sheet-Fed labels are single sheets continuous labels are joined to

the previous and next sheet at the top and they have perforated strips on the side that feed through a dot-matrix printer) And then click the Next button

5 Next yoursquore asked about the appearance of the text Choose a font from the Font Name drop-down list and choose a font size from the Font Size drop-down list

Donrsquot Make the Font Too Big If you need to print multiple lines on each label make sure that the font size you select is small enough that all lines will fit For mailing labels 8 or 10 point type works well it is large enough to be read by US Postal Service machines but itrsquos small enough that you can fit several lines on each label

6 With some fonts you can choose a font weight Open the Font Weight drop-down list and choose a different weight if you want Normal will work well in most cases

7 If you would like color labels (and you have a color printer) choose a different color from the Text Color List To do so click the button next to the Text Color box choose from the Color dialog box that appears and then click OK to return

Avoid Light Colors If yoursquore making labels to be sent through the US Postal Service keep in mind that their machines canrsquot read light-colored ink such as yellow or pale pink Choose a dark color to ensure that your addresses will be read correctly

8 Click the Italic andor the Underline check box if you want the text formatted with either or both of those attributes Then click Nextgt to continue

9 In the next dialog box you are going to create a template for your labels As you can see this box contains a list box called Available fields and another box called Prototype label To create the template for your labels follow these steps

Select the Lastname field in the Available field list and then click the gt button Type and press the Spacebar key

Select the Firstname field in the Available field list and then click the gt button Press the Spacebar key to create a space

Select the Middlename field in the Available field list and then click the gt button

Press the Enter key

Select the Address field in the Available field list and then click the gt button

Press the Enter key

Select the TownCity field in the Available field list and then click the gt button Type and press the Spacebar key

Select the Province field in the Available field list and then click the gt button 10 Click the Next button 11 In the next dialog box you can specify the sort key of the mailing labels You can sort the labels by

one or more fields To sort the mailing labels select the Lastname field as the sort key and then click the gt button Select the Firstname field and then click the gt button again This process tells Access to sort the mailing label by Lastname and then by Firstname Click the Next button to move to the last dialog box in the Label Wizard

Order Is Important If you pick more than one field to sort by Access sorts the records first by first field you select then by the second and so on So itrsquos important to choose the field first that you want to sort by first If theyrsquore in the wrong order click the ltlt button to remove them all from the Sort By list and then start over

12 In the last screen yoursquore asked for a title or name Enter Employees Info ndash Label and click the Finish Your labels appear in Print Preview just like any other report

Printing Labels You can print by clicking the Print button or you can close the Print Preview box by clicking the Close button Modifying Your Labels If you want to modify the labels you can enter Report Design view and make changes just as you would with any report Just click the labels on the Reports tab and then click Design Your label design appears Use all the same editing techniques that you learned in ldquoCustomizing a Reportrdquo to make changes to your label Editing a Mailing Label After creating a mailing label you can make minor changes to it by changing the font type and size of the text in the controls and by changing the size of controls However if you want to make major changes to the label it is much better to create a new label than to edit it

CHANGING THE FONT TYPE AND SIZE OF TEXT

To change the font type and size of text in the controls follow these steps 1 Right click Employees Info- Labels and then click the Design View button 2 In response Access displays the label in the Design View Click the control that contains the text you

want to change 3 In the Formatting toolbar click the down-arrow button on the Font Name box and then select the font

you want 4 To change the font size click the down-arrow button on the Font Size box and then select the size

you want CHANGING THE SIZE OF CONTROL

The following steps show you how to resize a control 1 In Design View click the control you want to resize 2 Drag the sizing handle

Lesson 16

CREATING MAIN SWITCHBOARD

Objective In this lesson you will learn how to create main switchboard and adding graphics in switchboard

Create and manage a switchboard form

When you use the Local Templates to create a database Microsoft Access automatically creates a switchboard that helps you to navigate around the database This switchboard has buttons that you can click to open forms and reports (or open other switchboards that open additional forms and reports) quit Microsoft Access or customize the switchboard You can create a switchboard similar to the one that the Local Templates creates by using the Switchboard Manager

What do you want to do

1 Create a switchboard form by using the Switchboard Manager 2 Create a new switchboard that you can open from the opening switchboard 3 Make a change to an existing switchboard 4 Change which switchboard is automatically displayed when you open the database 5 Delete a switchboard

Create a switchboard form by using the Switchboard Manager When you use the Database Wizard to create a database the wizard creates a switchboard that makes it easy to navigate between the Forms and Reports in your database If you want to build the same type of switchboard for a database you created yourself you can use the Switchboard Manager 1 Click the Database Tools tab at the Database Tools Group and then click Switchboard Manager 2 If Microsoft Access asks if youd like to create a switchboard click Yes 3 In the Switchboard Manager dialog box click the New button 4 In the Create New Window type Forms Switchboard at the Switchboard Page Name and click the

OK button 5 Repeat Step 4-5 In the Create New Window type Reports Switchboard at the Switchboard Page

Name and click the OK button

Activity 22 CREATING A SWITCHBOARD ITEM AT THE MAIN SWITCHBOARD

1 Open the Payroll Database Click the Database Tools tab at the Database Tools Group and then click Switchboard Manager

2 In the Switchboard Manager Window Select Forms Switchboard and then click the Edit button 3 In the Edit Switchboard Page Window Click the New button 4 In the Edit Switchboard Item Type the EnterView Employees Information in Columnar in the

Text Box 5 In the Command Box click the drop-down list button and select Open Form in Edit Mode 6 In the Forms Box click the drop-down list button and select Employees Info-Columnar and click the

OK 7 Repeat Step 2-5 based on the given table below Until yoursquore through with Forms Switchboard and

click the Close button to close the Edit Switchboard Page Window

8 And then you can continue with Reports and Main Switchboard with the same procedures repeat Steps 1-6

Table ndash Switchboard Manager

SWITCHBOARD PAGE SWITCHBOARD ITEM COMMAND OBJECTS

Main Switchboard EnterView Information Goto Switchboard Forms Switchboard

Preview Reports Goto Switchboard Reports Switchboard

Change Switchboard Items Design Application

Exit this database Exit Application

Forms Switchboard Employees Information Open Form in Edit Mode Employees Profile

Employees Salaries Entry Open Form in Edit Mode Employees Salaries Entry

Return to Main Switchboard Go to Switchboard Main Switchboard

Reports Switchboard Preview Employees Payroll Registry Report

Open Report Employees Payroll Registry Report

Preview Employees Info Report Open Report Employees Info

Preview the Labels Employees Info

Open Report Employees Info - Label


Startup Application is used whenever you open your database it will open the main switchboard

Activity 23 CREATING A STARTUP APPLICATION BASED ON THE MAIN SWITCHBOARD

Follow these steps to create a startup application 1 Click the Office button and select Access Options in order to display Start Application 2 In the Startup Window type Main Menu ndash Payroll Database in the Application Title box 3 In the Display Form box click the drop-down list button and then select Switchboard and then click

the OK button 4 To check if it is start on the Main Switchboard close the Database and then open the Payroll

Database again

Create a new blank form in Design View In Design View you can make advanced design changes to

forms such as adding custom control types and writing code

Creating a Form

You can create form through a process known as wizards Wizards speed up the process of creating a

professional form because it does the basic work for you There are two types of wizards that you used to

create a form and these are ndash Form and Form Wizard You can use both of these forms to add edit or

delete data from a table or query

Form creates a form that displays all fields and records in the selected table or query in the blink of an eye Form Wizard is hidden under the More Forms command It walks you through the process of creating more customized forms

Creating a Form with The easiest way to create a form is with Form Form simply plunks the fields from a single table into a form itrsquos the least flexible form but itrsquos very convenient

Activity 10 CREATING A FORM WITH FORM

Follow these steps 1 In the All Access Objects window or pane click the Employee Info table 2 Click the Create Tab from Form group click Form 3 And then click the Save button and name it as Employees Profile Form

Creating a Form with

Form Wizard

The Form wizards require the user to interact with Access by providing some information that will be used to create a new form This type of wizards takes you through several different steps and asks you several questions before it creates a form There are four different types of layout in Form Wizard available in Access and these are Columnar Tabular Datasheet and Justified

Activity 11 CREATING A FORM WITH FORM WIZARD

The Form Wizard offers a good compromise between the automation of Auto Form and the control of creating a form from scratch The following steps show you how to create a new form using the form Wizard 1 Click the Create tab click More Forms and Select Form Wizard 2 Open the TablesQueries drop-down list and then choose the Employees Info table from the list 3 Click the OK button 4 In the next dialog box Access displays all the fields associated with the highlighted table Click the gtgt

button to move all the fields into the Selected fields box All the fields that appear in the left box will appear on the new form





Sections of a Form































Property Sheets







Lesson 10

MODIFYING FORM




























Line Create a line


Types of Control


BOUND CONTROLS






UNBOUND CONTROLS

























CHANGING THE LABEL






CALCULATED CONTROL






=([GP][TD])


Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again





Sections of a Form































Property Sheets







Lesson 10

MODIFYING FORM




























Line Create a line


Types of Control


BOUND CONTROLS






UNBOUND CONTROLS

























CHANGING THE LABEL






CALCULATED CONTROL






=([GP][TD])


Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again


















Property Sheets







Lesson 10

MODIFYING FORM




























Line Create a line


Types of Control


BOUND CONTROLS






UNBOUND CONTROLS

























CHANGING THE LABEL






CALCULATED CONTROL






=([GP][TD])


Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again

Property Sheets







Lesson 10

MODIFYING FORM




























Line Create a line


Types of Control


BOUND CONTROLS






UNBOUND CONTROLS

























CHANGING THE LABEL






CALCULATED CONTROL






=([GP][TD])


Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again

Lesson 10

MODIFYING FORM




























Line Create a line


Types of Control


BOUND CONTROLS






UNBOUND CONTROLS

























CHANGING THE LABEL






CALCULATED CONTROL






=([GP][TD])


Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again




















Line Create a line


Types of Control


BOUND CONTROLS






UNBOUND CONTROLS

























CHANGING THE LABEL






CALCULATED CONTROL






=([GP][TD])


Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again





UNBOUND CONTROLS

























CHANGING THE LABEL






CALCULATED CONTROL






=([GP][TD])


Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again










CHANGING THE LABEL






CALCULATED CONTROL






=([GP][TD])


Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again

CALCULATED CONTROL






=([GP][TD])


Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again

Lesson 11



Understanding OLE














the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again







the object










CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again


CREATE A LOGO


width













RGB

RGB Company

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again

Lesson 12



What is a SubForm





























REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again


















REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again







REMOVING A FILTER


Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again

Lesson 13



























window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again



















window






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again






















window














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again














Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again



Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again

Lesson 14














Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again







Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again

Lesson 15





















Press the Enter key


Press the Enter key













Lesson 16




































Database again








Press the Enter key


Press the Enter key













Lesson 16




































Database again







Lesson 16




































Database again

Lesson 16




































Database again





















Database again

Documents

Midterm