Access 2013 Introduction to Forms and Reports

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1 Forms Overview You can create forms to present data in a more attractive and easier to use format They can be used for viewing, editing and printing data and in advanced cases, used to automate the database with macros Forms are usually created from and bound (linked) to a table or query Any information added to or edited in a form will be saved to the underlying table Good for performing View for sizing and certain structural tasks positioning controls that cannot be done in quickly and consistently Layout View NB: Layout View must be used for designing web database forms You can create a form by: a) using a one-click Form Tool command; b) using the Form Wizard; or c) starting with a blank form in Design View 3 In the Tables/Queries list, select the table or query you wish to use for the form Example of a form Forms can be worked with in three ways: Layout View; Form View; or Design View Each view has its own advantages and disadvantages View Advantages Disadvantages Layout Good for making simple adjustments to the style and structure of the form (eg adjusting the width, positioning and spacing of controls), while viewing the underlying data Cannot edit the data Cannot perform certain structural tasks (eg adding lines/rectangles or resizing form sections) Form Can edit the data Cannot make design changes while viewing the underlying data Design Good for modifying the structure and format of a form in a detailed way Cannot view or edit the underlying data Not as easy as Layout The Forms group on the Create tab Using the Form Tool to Create a Form The fastest way to create a form is to use the Form command on the Create tab This will produce a form from the selected table or query and display it in Layout View 1 In the Navigation Pane, select the table or query that you want to use for the form 2 Select the Create tab 3 In the Forms group, click Form The form instantly created and displayed in Layout View 4 Click the Save button on the Quick Access Toolbar 5 Enter a name for the form 6 Click OK 7 Close the form Using The Form Wizard to Create a Form The Form Wizard provides functionality to create four types of form: columnar, tabular, datasheet and justified The Form Wizard also allows more control over which fields are initially shown on the form 1 Select the Create tab 2 Click the Form Wizard command in the Forms group 4 Specify the fields you want to include in the form by selecting or by double- each in turn and clicking on the right arrow clicking on each field to be included 5 Click the Next button 6 Select the desired form layout 7 Click the Next button 8 Enter a name for the form 1 of 5

2 9 Choose whether to open the form to view or enter information or, modify its design in Design View 10 Click the Finish button The form opens in Form View 11 Close the form Opening a Form 1 Right click the form in the Navigation Pane 2 Select Open (opens in Form View), Layout View or Design View To change the view of a form while it is open: 1 Select the Home tab or (if available) the Design tab 2 Click the View button in the Views group 3 Select the required view Working with Data In A Form Forms are frequently used to add records to tables It can be easier to work in a well-designed form than in the underlying table because forms are usually designed to display all the fields for a single record within the form window, eliminating the need to scroll You can also use many of the tools and techniques described in our Access Organising Data in Tables quick reference guide to sort, filter, find and replace data in a form Any changes made are transferred to the underlying table Adding a new record using a form 1 Open the form you want to use for adding a new record 2 Click the New button in the Records group of the Home tab or, click the New (blank) record button in the Navigation Bar at the bottom of the form You do not need to open the form to print it but merely select it in the Navigation Pane 1 Open the form you want to print or select it in the Navigation Pane 2 Select the File tab 3 CLick Print at the left 4 Click Quick Print or, click Print for more printing options (eg select a printer, number of copies, etc) Tip: Double clicking a form in the Navigation Pane opens it in Form View Navigating Records In a Form You can use the navigation buttons at the bottom of the form window to display records in a form The following navigation buttons are available in both Layout View and Form View Button Description Displays the first record Displays the previous record Displays the next record Displays the last record Displays a blank form for entering a new d You can also press the [Ctrl] + [Home] key combination to display the first record, the [Ctrl] + [End] key combination to display the last record The [Page Up] and [Page Down] keys display the previous and next records, respectively You can go directly to a record by selecting the number in the Record box (located with the navigation buttons at the bottom of the window), typing the number of the record you want to display, and pressing the [Enter] key 3 Enter the required value in the first field 4 Press the [Enter] key 5 Enter the data into each of the remaining fields, as required 6 Save the record by navigating to another record or by closing the form Editing data in a form 1 Open the form you want to use for editing data 2 Go to or find and select the data you want to edit 3 Make changes as necessary 4 Save the changes by navigating to another record or by closing the form Deleting a record in a form 1 Find or go to the record that you want to delete 2 Select the Home tab 3 Click Delete in the Records group Printing Records in a Form By default, forms are printed continuously, ie all fitted one after the other onto as many sheets of paper as necessary By using the Print command, however, you can choose to print only specified pages or selected records, thereby saving time and paper Printed out forms The Print dialog box 2 of 5

3 Reports Overview Although you can print records from a table or form, a report provides more precise control over the final output There are two basic types of reports: columnar and tabular In a columnar report, the field names are listed on the left side of the page and the field values are listed on the right; if space on the page permits, there can be more than one column In a tabular report, the field names are listed across the top of the report, and the field values appear in the corresponding columns Example of a tabular report Example of a columnar report Reports can be worked with in four ways: Report View; Layout View; Form View; or Design View Key features of each view are given below View Description Report Allows you to carry out other database tasks unassociated with the report, such as opening other objects, creating new objects and working with database tools Does not show page breaks or provide Page Setup commands Print Preview Layout Design Print Preview allows you to see how the printed report will look before you print it although it does not allow you to edit the report structure and formatting Print preview also provides zoom options for viewing the report, something that cannot be done in Report or Layout view You can display a report in One Page, Two Pages, or Multiple Pages view The buttons at the bottom of the window allow you to navigate pages, and the scroll bars allow you to view different areas of a page You can also use the Zoom Bar at the bottom right of the Access window to increase or reduce the size of the displayed report Layout View allows you to view the report on screen and simultaneously make design changes such as adjusting column widths and spacing Does not show page breaks Good for modifying the structure and format of a report in a detailed way Good for performing certain structural tasks that cannot be done in Layout View NB: Layout View must be used for designing web database reports Data cannot be edited or new records added to the underlying table from a report You can create a report by: a) using a one-click Report Tool command; b) using the Report Wizard; or c) starting with a blank report in Design View 3 of 5 Using the Report Tool to Create a Report The fastest way to create a report is to use the Report command on the Create tab This will create a report using the selected table or query and open it in Layout View 1 Select in the Navigation Pane the table or query that you want to use for the form 2 Select the Create tab 3 In the Reports group, click the Report command The report is displayed in Layout View 4 Click the Save button on the Quick Access Toolbar 5 Enter a name for the form 6 Click OK 7 Close the report Using The Report Wizard to Create a Report You can use the Report Wizard to control more precisely the type, structure and format of a report The basic steps needed to create a report using the Report Wizard are as follows: 1 Select the Create tab 2 Click the Report Wizard command in the Reports group 3 In the Tables/Queries list, click the list arrow 4 Select the table or query you wish to use for the report

4 5 Specify the fields you want to include in the report by selecting each in turn and clicking on the right arrow or, by double-clicking on each field to be included 6 Click the Next button 7 Select a field to group by This will only possible if you have repeating values in a single field or, you are creating a report from two tables with a one-to-many relationship If you cannot or do not wish to group the report, omit this step 5 Select the required view NB: If you choose Print Preview, you must click Close Print Preview on the Ribbon to return to the previously applied view Tip: Double clicking a report in the Navigation Pane opens it in Report View Tip: Report views can also be changed using the view buttons in the bottom right of the Access window 8 Click the Next button 9 Specify a sort order for the report 10 Click the Next button 11 Select a layout for the report; in most cases with will be tabular 12 Select an orientation for the report 13 Click the Next button 14 Enter a name for the report 15 Choose whether to preview the report or open it in Design View 16 Click the Finish button Opening a Report 1 Right click the report in the Navigation Pane 2 Select Open (opens in Report View), Layout View or Design View To change the view of a report while it is open: 3 Select the Home tab or (if available) the Design tab 4 Click the View button in the Views group Printing A Report You can print an entire report or just specific pages The Print dialog box allows you to specify which pages you want to print 1 Open in any view or, select in the Navigation Pane the report you want to print 2 Select the File tab 3 Click Print at the left 4 Select settings and options as desired 5 Click OK Grouping And Summarising Report Data Using the Report Wizard The Report Wizard provides options for grouping and summarising report data You can organise your report by selecting the fields into which you want to group data If you have included a field with numeric data in your report, you can add summary calculations Summary calculations include Sum, Avg (average), Min (minimum), and Max (maximum) 4 of 5 Grouped report showing summary totals

5 1 Select the Create tab 2 Click the Report Wizard command in the Reports group 3 Click the Tables/Queries drop-down list 4 Select the table that you wish to use for the report 5 Specify the fields you want to include on the report by selecting each in turn and clicking the right arrow double-clicking on each field to be included or, by 14 Select the Calculate percent of total for sums, if desired This shows for each group what percentage of the grand total its total represents 15 Click OK 16 Click the Next button 17 Select the desired layout for the report 9 Click the Next button 10 Specify a sort order for the report details 6 Click the Next button 7 Select the field(s) that you want to group the data by and create summary totals for 8 Click the > button 11 If your report data contains a numeric field, you can click the Summary options button to add totals for each group If your data does not contain numeric fields or you do not wish to add summary totals, go to step Select the summary function that you want to perform for each level of grouping You can select more than one 18 Click the Next button 19 Enter a name for the report 20 Choose whether to preview the report or open it in Design view 21 Click the Finish button NB: If you are grouping on a numerical field or a date field, click the Group Options button and select the interval for the numbers (eg 0-10; 11-20; 21-30, etc) or dates (eg years, months, quarters, etc) to group on Click OK 13 Select a Show option Details and Summary to see data AND totals on the report or Summary Only to see just the group totals 5 of 5