HANDS-ON EXERCISE HOE2 Training

Transcription

1 HANDS-ON EXERCISE HOE2 Training 2 Form Sections, Views, and Controls You already created several forms for the Santiago Coffee Shop; however, Alex would like some additional forms. After the new forms are created, you use the different views to make changes and test the forms. Skills covered: Understand the Main Form Sections and Alter a Form in Design View Edit Data in Form View Work with Controls Add a Calculated Control to a Form Add Styling to a Form STEP1 UNDERSTAND THE MAIN FORM SECTIONS AND ALTER A FORM IN DESIGN VIEW You have decided to use the Form tool to create a Revenue form. This form will enable Alex to track revenue for his company. You will use Design view to modify this form. Refer to Figure 4.20 as you complete Step 1. f Form Header j RneraM ^ Revenue T Ust Name Haley Bound controls resized in Design view City Order Date Product Name Quantity- Doylestcnvrt 1/3/2012 Coffee Colombian Supreme fl f Form Footer with background color added Markup Percent Price Revenue $ % $24.00 $24.00 FIGURE 4.20 Revenue Form with Modified Header and Footer > cold H lot 36 > a. Open a04hlcoffee_lastnamefirstname if you closed it at the end of Hands-On Exercise 1. Click the File tab, click Save Database As, and then type a04h2coffee_lastnamefirstname, changing hi to h2. Click Save. b. Select Revenue query in the Navigation Pane. Click the Create tab, and then click Form in the Forms group. Access creates a new form based on the Revenue query. The form opens in Layout view, ready to edit. C. Place the mouse on the right edge of the Last Name control so the mouse pointer changes to a double-headed arrow. Drag to the left to size the control section to 50% of its original size. Access simultaneously reduces the size of all the controls. d. Switch to Design view. Notice the three sections of the form Form Header, Detail, and Form Footer. e. Place the mouse on the bottom edge of the Form Footer bar so the mouse pointer changes to a double-headed arrow. Drag the bar down until the size of the Form Footer section is 1", using the vertical ruler. Hands-On Exercises Access 2O1O

2 f. Switch to Form view. With a white background, it is difficult to tell where the Form Footer section begins and ends. g. Switch to Design view. Click Property Sheet in the Tools group. Click the Selection type arrow, and select FormFooter. h. In the Property Sheet, click the Format tab, click the Back Color arrow, and then select Background Light Header from the list. Close the Property Sheet, and then switch to Form view. With the new background color, the Form Footer is now evident. You will add content to the footer in a later step. i. Switch to Design view. j. Place the mouse on the top edge of the Detail bar so the mouse pointer changes to a doubleheaded arrow. Drag the bar down until the Form Header section is 3/4". k. Click Save in the Quick Access Toolbar and save the form as Revenue. Close the form. STEP 2 EDIT DATA IN FORM VIEW You will use the Form tool to create an Access form to help Alex manage his products. This form will enable Tonya to make changes easily when product information changes. Refer to Figure 4.21 as you complete Step 2. [ Form is based on the Products table \- > 1 Ptoducb 3 Products Product ID pools f Modify data in Form view Product Name Description Cost j Popcorn - Low Calorie 36/Case, 3.75 Oz Microwave Bags SS.50 Markup Percent i X Refrigeration Needed O Brand House Year Introduced 2012 ; i i a ~ j FIGURE 4,21 Edit Data in the Products Form > ' cor* l< < IB of 25» N > «..: '. "! Starch a. Select the Products table in the Navigation Pane. Click the Create tab, and then click Form in the Forms group. Access creates a new form based on the Products table. b. Click anywhere in the sub form at the bottom of the window, click the Layout Selector, and then press Delete to delete the subform. Click View in the Views group to switch to Form view. C. Click Next Record in the Navigation bar to advance to the third record in the Products form. Use Next Record to advance through the records. d. Click in the Product Name box, and then change Coffee - Mild Blend to Coffee - Light. e. Click Last Record in the Navigation bar to advance to the last record in the Products form. Click Previous Record to locate record 23. Use Last Record to advance to the last record. HB^Tfl f. Click in the Product Name box, and change Styrofoam Cups - 12 ounce to Heavy Paper Cups -12 ounce. CHAPTER 4 Creating and Using Professional Forms and Reports

3 g. Click in the Current Record box in the Navigation bar, type 12, and then press Enter to go to the 12th record in the Products form. Use the Current Record box to advance to a specific record. h. Click in the Product Name box, and then change Sugar Substitute to Splenda. i. Click in the Search box in the Navigation bar, and then type pop to locate any records with pop in any data value, in this case, record 18. Use the Search box to find a record with a value you type. j. Click in the Product Name box, and then change Popcorn - Plain to Popcorn - Low Calorie. k. Click Save in the Quick Access Toolbar and save the form as Products. Close the form. STEPS WORK WITH CONTROLS You make some enhancements to the Revenue form to increase its usability. Afterwards, Tonya and Alex test the form to determine if the changes are an improvement to the form. Refer to Figure 4.22 as you complete Step 3. [ Use the rulers as a guide when resizing controls j~ '] Revenue * Form Header j - :i: RevemjelForni:. :. ;: : ;: ;::; ;;;-::;: ::;: ;; f Revenue form label resized j f Forms design grid resized J [ New labels added _^ 1 to the Form Footer Pi FIGURE 4.22 Revenue Form in Design View >,' : ::.:.;.. : : ; iipi**5-- -! p*g,, f! :j ' I:!:;! *?l::::: :: City I.-J ;::j:ordert)ate J j::::::::::::::::::: ::: ::::::::::::::::::::::: ::::::::::::::::::::::: ::::::::::::::::::::::: ::::::::::::::::::::::: ]- h:;;i?r- >3«--"'v«ri*: v : ProductName ;. :;"; '":! * jjijjlsiiitjjjijjjjjjij ; Hcost ;:::;^r-^-t-4 J-:- -.:-.-r... TTrnrr......I ^7^i:::; j._^.. :. : L- : -: il-:^ :;:v lv:- ::::: *wobfl) Rflnitffl : MarkupPercent lpr ce::::':: ^ ' u^fc^-:. -r^prrr^,.,r^p:::: III!;! *^isnus-:'.' ; j: Revenue i ' ' i '.. " i * Form Foottr. ; :;i^^'0r^---; i-:-. '. : :..:.. : ; : \^M a. Right-click the Revenue form in the Navigation Pane, and then click Design View. b. Click the Revenue label in the Form Header, and then click it again to edit it. Change the label to Revenue Form. C. Click the Form Logo to the left of the Revenue Form label, and then press Delete to delete the image. d. Click Label in the Controls group, and then click in the Form Footer at the 1/4" mark from both the horizontal and vertical rulers to insert a text box. Type This form was created by your name. e. Click the Revenue Form label in the Form Header, and then click Format Painter in the Clipboard group on the Home tab. Click the new label in the Form Footer to apply the same format. Click the label, and then drag the bottom-right sizing handle down and to the right so the entire text is visible. f. Click Label in the Controls group on the Design tab, and then add a second label under the first label in the Form Footer at the 1/4" mark on the horizontal ruler. Type Last revision today's date. Accept the default font. Hands-On Exercises Access 2O1O

4 g. Click the Form Header bar, and then open the Property Sheet if necessary. Change the Height property to.65. You can change the height of the Form Header by dragging it with the mouse or by modifying the Height property. h. Click the Revenue Form label in the Form Header. Modify the following properties: Change the Height property to.5. Change the Width property to Close the Property Sheet. i. Place the mouse on the right edge of the form's design grid so the mouse pointer changes to a double-headed arrow. Drag the grid to the left to change the form's width to 5.25". Use the horizontal ruler to locate the 5.25" mark. TROUBLESHOOTING: If other Text box controls are too wide, reduce their width first, and then j 1 reduce the grid to 5.25". j. Switch to Form view. Advance through the records using the Navigation bar at the bottom. The controls in the Form Header and Form Footer do not change when you advance from one record to the next. k. Click Save in the Quick Access Toolbar to save the changes to the form. STEP 4 ADD A CALCULATED CONTROL TO A FORM After reviewing the changes you made to the Revenue form, Alex asks you to add a calculated control. The new control will show the total cost of each order. Refer to Figure 4.23 as you complete Step 4. Revenue f Expression to calculate cost of order «Form Htaatr : R*>wmJp Fnrrn i ' ^^LzxixxxxiUkxl ::] Property Sheet» X «:," CostOfOrder.. -:~:-;::::-::: ; Control Source»IQuantrty]"[Cost]! Format Currency GeT"^ [ Use a text box to create j a calculated control j~ ( Rename the label control j : O'de'Di-.e i :. i :;:::::::::::: [::- i 1 ' - -: ( > ; MarkupPercem 1 Show Date Pitker For dates! Width r! Height i Lett i Bath Styt* Normal j Back Color Background 1 Border Style Solid Border CotOf Background 1, Darker 35%! Font Name Calibri (Detail) Text Align Lett FIGURE 4.23 Revenue Form X «-0"!-. - Me- : :... i.. [...-.:,: ;,y;-::,;,,[, ; :: v -ii:i!tkis form was created bv Keith Mast. : I a. Switch to Design view. b. Position the mouse on the top edge of the Form Footer bar until the mouse pointer changes to the double-arrow resizing shape. Drag the Form Footer bar down to increase the Detail section to 4". C. Click Text Box in the Controls group, and then click just below the Revenue text box (the white rectangle) at the bottom of the Detail section. d. Click in the text box, and then type = [Quantity]*[Cost] in place of Unbound. Press Enter. The expression you typed creates a calculated control that shows the total value of the current product. e. Open the Property Sheet if necessary. Click the All tab in the Property Sheet, click in the Name property box, and then replace the existing text with CostOfOrder. Click the Format property, and then use the arrow to select Currency from the list of options. CHAPTER 4 Creating and Using Professional Forms and Reports

5 f. Switch to Form view. Advance through the records using the Navigation bar at the bottom. As you advance from one record to the next, the cost of each order is displayed in the calculated control. [ TROUBLESHOOTING: If you see #Name in the calculated control, you have typed the I expression incorrectly. Be sure you begin the expression with =. g. Switch to Design view. h. Click the label control for the new calculated control, and then replace the existing label caption with Cost of Order. Resize label control to fit new text, if necessary. i. Click the calculated control, and then click the Other tab on the Property Sheet. Locate the Tab Stop property and change it to No. j. Click View in the Views Group to switch to Form view. Press Tab to advance through the fields to test the tab stop change. A calculated control does not require data entry. It is now skipped when Tab is pressed. k. Save the form. STEP 5 ADD STYLING TO A FORM The users of the Santiago Coffee Shop database have asked you to add some styling to the new form. You discuss their ideas with Alex, and then decide to apply the suggested styles. Refer to Figure 4.24 as you complete Step 5. Special effect Raised applied to the title T ^: Revenue Last Name City- Order Date Product Name Revenue Form [Haley Doylestown 1 1/3/2012 Coffee - Colombian Supreme Quantity Cost I1 $16.00 Markup Percent 50.00% I Back color changed to emphasize cost of order FIGURE 4.24 Revenue Form > Price Revenue of Order [ $24.00 $24.00 $ '---J'-"' This form was created by Keith Mast. Last revision 5/1/2012 R( cord: H 1 of 36» H > Starch a. Switch to Design view. b. Open the Property Sheet (if necessary), and then click the Revenue Form label. C. Click the Back Color arrow on the Property Sheet Format tab, and then choose Access Theme 2. The background color of the title changes to a light blue. d. Click the Special Effect arrow on the Property Sheet Format tab, and then choose Raised. The title now appears raised. Hands-On Exercises Access 2O1O

6 e. Click Center in the Font group on the Format tab on the Ribbon. The form title is now centered within the control box. f. Click just above the LastName box on the blank grid space, and then drag the mouse through all the fields, except Cost of Order. All the text box fields are now selected as indicated with an orange border, except the Cost of Order field. g. Click the Special Effect arrow on the Property Sheet Format tab, and then choose Sunken. The fields now appear sunken. h. Click the Cost of Order box control, click the Border Width arrow in the Property Sheet Format tab, and then click 2 pt. Close the Property Sheet. The border of the calculated control increases. i. Click Background Color arrow in the Font group on the Format tab, and then select Light Gray 2 (Standard Colors, first column, third row). The background color of the calculated control is now gray to set it apart from the bound data entry fields. j. Click the Cost of Order label control, click the Font Color arrow in the Font group, and then select Light Gray 4 (Standard Colors, first column, fifth row). The font color of the calculated control is now gray to set it apart from the bound data entry fields. k. Switch to Form view. Compare your results to Figure 4.24, and then close and save the form. I. Click the File tab, and then click Compact & Repair Database. m. Keep the database onscreen if you plan to continue with Hands-On Exercise 3. If not, close the database and exit Access. CHAPTER 4 Creating and Using Professional Forms and Reports