COMM335 Summer 2016 (Tutorial 2)

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Cecil Hood
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The purpose of this tutorial is to enable you to: COMM335 Summer 2016 (Tutorial 2) (1) Creating Queries and Building Simple Forms 1) create queries using Query Wizard and specify simple query

1 The purpose of this tutorial is to enable you to: COMM335 Summer 2016 (Tutorial 2) (1) Creating Queries and Building Simple Forms 1) create queries using Query Wizard and specify simple query criteria; and 2) build a simple form for viewing and entering data. You should download the sample database, comm335_t3.accdb, from the UBC Connect as the foundation to create queries in this tutorial. Ø Creating Simple Queries Queries allow you to select specific records from a table (or from several tables) and show some or all fields for the selected records. The displayed records may appear in a different sequence from the underlying table. You may create a query either by using the Query Wizard or specifying the tables and fields directly in the Query Design View. Specify sorting sequence. By default, the records are listed in primary key sequence. Selected fields that will be displayed in the query result, i.e. dataset. Specify the selection criteria. Demonstration: Create a query using Query Wizard to list all the movies in the database, sorted by title. (qrymovie) How do you create this query without using Query Wizard? Create a query to list the title, length, and synopsis of all movies that are categorized as A or B. (qrymoviecatab) COMM335 Summer 2016 Tutorial 2 Page 1

2 Create a query to list the title, length, and synopsis of all movies that have DVD format. Sort the result by title. Do not display the format field. (qryvideodvd) Create a query to list the title, length, and synopsis of all movies with the Rating input by the users when the query is run. (qrymovierating) Practice: Write down the criteria: Create a query to list the movie title, category code, and synopsis of all movies of which length is greater than 120 minutes and rating is PG. Sort the result by title. (qrymoviepg) Write down the criteria: Create a query to list the movie title, length, synopsis, and format of those videos that have at least 3 copies. (qryvideo3copies) Write down the criteria: Create a query to list the video rentals that are two weeks overdue. The list should include the customer name (last name and first name), customer s phone number, movie title, video format, the date the video is rented out and the due date. (qryrentaloverdue) Write down the criteria: Questions: 1. What is a parameter query? COMM335 Summer 2016 Tutorial 2 Page 2

Ø Creating Simple Forms Using the Form Wizard Forms provide an easy-to-use interface for (1) entering and displaying data in a database.

1 Bound Control 2 3 Calculated Control The Form Wizard asks you detailed questions about the record sources, fields, layout, and format you want and creates a form based on your answers.

The Design View displays the form design but it does not display data.

3 Ø Creating Simple Forms Using the Form Wizard Forms provide an easy-to-use interface for (1) entering and displaying data in a database. In addition, forms can also be used to (2) create a main menu or switchboard for an application, and (3) create a dialog box to accept user input. 1 Bound Control 2 3 Calculated Control The Form Wizard asks you detailed questions about the record sources, fields, layout, and format you want and creates a form based on your answers. You can modify the form using Design View and Layout View: The Layout View allows you to modify the form design while viewing the data. The Design View displays the form design but it does not display data. You can use either Layout View or Design View to add or delete fields to the form, modify field control properties, and change the field size to ensure that the entire field displays without truncation. (The Layout View is not available in MS Access 2003 or earlier versions.) Demonstration: Create a Customer form to view, enter and update customer information. Key Steps: a. Create the form using the query, qrycustomer, which has already been created for you. b. Select Create à Form Wizard. Select all fields from the query, qrycustomer. c. Select the Columnar layout (i.e. Single Form View) and any style you like. Save the form as frmcustomer. Open the form in Form View. Switch to Layout View and then Design View. Do you notice any differences among Form View, Design View and Layout View? d. Remove any meaningless field, e.g. AutoNumber field. (For the purpose of this exercise, please keep the Member No in this form.) COMM335 Summer 2016 Tutorial 2 Page 3

(If you have added a caption to each field in the table definition, the caption will be used as the text label when the form is created.) h.

4 Key Steps (cont d): e. Update the form header to display Customer Form. f. Open the form property window and change the form caption to Customer Form. (Note: form caption is displayed in the title bar of a form in Form View but not in Design View.) g. Change the text labels on the form to make it meaningful to users if necessary. (If you have added a caption to each field in the table definition, the caption will be used as the text label when the form is created.) h. Move the Customer Type field to follow the First Name field. i. Select Design à Tab Order. Change the tab order if necessary. (You may notice that the tab order of fields in a form corresponds to the sequence in which the fields were entered into the form.) j. Adjust the textbox size if necessary. COMM335 Summer 2016 Tutorial 2 Page 4

The purpose of this tutorial is to enable you to: (2) Building Forms and Subforms 3) build a main form with a subform for viewing and entering data; 4) add a calculated control to a form; and 5) add

Ø Creating Forms with Main form and Subform A subform is a form within a form. The primary form is called the main form, and the form within the form is called the subform.

5 The purpose of this tutorial is to enable you to: (2) Building Forms and Subforms 3) build a main form with a subform for viewing and entering data; 4) add a calculated control to a form; and 5) add command buttons to a form. You should download the sample database, comm335_t4.accdb, from the UBC Connect as the foundation to create and test forms in this tutorial. Ø Creating Forms with Main form and Subform A subform is a form within a form. The primary form is called the main form, and the form within the form is called the subform. A form/subform combination is often referred to as a hierarchical form, a master/detail form, or a parent/child form. Subforms are especially effective when you want to show data from tables or queries with a one-tomany relationship. For example, you could create a form with a subform to show data from a Customer table and a Reservation table. The data in the Customer table is the "one" side of the relationship. The data in the Reservation table is the "many" side of the relationship each customer can make more than one reservation. The main form and subform in this type of form are linked so that the subform displays only records that are related to the current record in the main form. Demonstration: Create a form to show all movies/videos with their rental information (as shown below). Form View Movie Main form in Columnar format Rental Subform in Tabular format COMM335 Summer 2016 Tutorial 2 Page 5

from tblmovie table from tblcategorycode table from tblvideo table Design View Link Master Field Movie Main form in Columnar format Link Child Field Rental Subform in Tabular format from tblrental

6 from tblmovie table from tblcategorycode table from tblvideo table Design View Link Master Field Movie Main form in Columnar format Link Child Field Rental Subform in Tabular format from tblrental table from tblcopy table Calculated Field Calculated Control in query in form Key Steps: a. Create two queries, one for the main form and another for the subform, to view all movies/ videos with their rental records. (See note below.) 1) Fields for Movie (main form): from tblmovie: MovieNo (PK), Title, Rating, Length; from tblvideo: VideoNo (PK), Format, NoOfCopies; and from tblcategorycode: CategoryDesc. 2) Fields for Rental (subform): from tblcopy: CopyNo (PK), VideoNo (FK); and from tblrental: MemberNo (FK), CopyNo (FK), DateOut, DateIn, Rate, Discount, Returned. (Note: To save the time, please use the two queries, qrymovierentalmain and qrymovierentalsub, that have been created for you.) b. Add a calculated field to the query, qrymovierentalsub, to calculate the Duration of the rental, i.e. Duration: [DateIn]-[DateOut]. Insert this field after [DateIn] field. Test the query. Does it work? COMM335 Summer 2016 Tutorial 2 Page 6

c. Create the form using Form Wizard: 1. Select fields from the two queries: from qrymovierentalmain: All fields. from qrymovierentalsub: All fields EXCEPT CopyNo (PK) of tblcopy, i.e. tblcopy.copyno.

7 c. Create the form using Form Wizard: 1. Select fields from the two queries: from qrymovierentalmain: All fields. from qrymovierentalsub: All fields EXCEPT CopyNo (PK) of tblcopy, i.e. tblcopy.copyno. 2. View your data by qrymovierentalmain so that you can see the main form and subform. 3. Select the Tabular 1 layout (i.e. Continuous Forms View) for the subform. 4. Select any style you like. d. Save the main form as frmmoveirentalmain and the subform as frmmovierentalsub. e. Refine the form. 1. Update the form header and form caption to display Movie Rental Form. 2. Delete the subform title. Adjust the width of the subform and the textbox size. 3. Set Allow Additions of the form property to No for both main form and subform so that no new records can be added. 4. Remove the navigation buttons in the subform. (Update the form property of the subform.) 5. Lock all the fields in the main form so that they are not editable. 6. Disable all the fields in the main form so that they cannot be selected for editing. Disabled Locked 1 Tabular is the layout you select when you create the form and subform. In the Form property sheet, it will be named as Continuous Forms View in the Default View property. COMM335 Summer 2016 Tutorial 2 Page 7

8 Questions: 1. Do you see the difference between Locked and Enabled? 2. Why do we want to disable and lock the Movie/Video fields in the main form? 3. What is the difference between Record Source and Control Source? 4. What are the differences between Bound Control and Unbound Control? 5. What are the differences between the Tabular layout and Datasheet layout? COMM335 Summer 2016 Tutorial 2 Page 8

9 Ø Adding Command Buttons Demonstration: Add a command button to display the next movie/video record in the Movie Main Form (frmmovierentalmain). Practice: Key Steps: a. Open the Movie Main Form (frmmovierentalmain) in Design view. b. Select Design and Command Button control (in the ribbon). c. Click where you want to place the button. d. In the Command Button wizard dialog box, choose Record Navigation under Categories and Go To Next Record under Actions. e. Choose a Picture (or Text) for the button. f. Hide the navigation buttons for the main form (update the form property). g. Save and test the form. Does it work? Add the following command buttons in the Movie Main Form (frmmovierentalmain): 1. to display the previous record, i.e. Go To Previous Record ; and 2. to close the form. The buttons may look like the following: Questions: 6. Do we want to have a Delete button in the Main Form? 7. How to create a command button to Save a record in the Subform? - end of document - COMM335 Summer 2016 Tutorial 2 Page 9

COMM 391 Winter 2014 Term 1

COMM 391 Winter 2014 Term 1 Tutorial 3: Microsoft Access Introducing Tables, Relationships, and Creating Queries The purpose of this tutorial is enable you to 1) explore the tables and relationships in