Forms |
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Creating Form by Using Wizard |
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Forms are used as a way to enter data
into a database table. Forms create data in efficient manner. |
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To create a form using the assistance of the wizard, follow these steps: |
1. Click the Create
form by using wizard option on the database window. |
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2. From the Tables/Queries
drop-down menu, select the
table or query whose datasheet the form will modify. Then, select
the fields that will be included on the form by highlighting each
one the Available Fields window and clicking the single right
arrow button > to move the field to the Selected Fields window.
To move all of the fields to Select Fields, click the double right
arrow button >>. If you make a mistake and would like to remove a
field or all of the fields from the Selected Fields window, click
the left arrow < or left
double arrow << buttons. After the proper fields have been selected,
click the Next > button to move on to the next screen. |
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3. On the second screen, select the layout of the form. |
a. Columnar -
A single record is displayed at one time
with labels and form fields listed side-by-side in columns. |
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b. Justified -
A single record is displayed with labels
and form fields are listed across the screen. |
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c. Tabular -
Multiple records are listed on the page
at a time with fields in columns and records in rows. |
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d. Datasheet -
Multiple records are displayed in Datasheet View. |
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Click the Next > button
to move on to the next screen. |
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Select a visual style for the form from the next
set of options and click Next >. |
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On the final screen, name the form in the space provided.
Select "Open the form to view or enter information" to open the form
in Form View or "Modify the form's design" to open it in Design View.
Click Finish to create the form |
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Editing Forms |
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The follow points may be helpful when modifying forms in Design View. |
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1. Grid lines - By default, a series of lines and dots
underlay the form in Design View so form elements can be easily
aligned. To toggle this feature on and off select View|Grid from the menu bar. |
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2. Snap to Grid - Select Format|Snap to Grid to align
form objects with the grid to allow easy alignment of form objects
or uncheck this feature to allow objects to float freely between
the grid lines and dots. |
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3. Resizing Objects - Form objects can be resized by
clicking and dragging the handles on the edges and corners
of the element with the mouse. |
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4. Change form object type - To easily change the
type of form object without having to create a new one, right
click on the object with the mouse and select Change To and
select an available object type from the list. |
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5. Label/object alignment - Each form object and its
corresponding label are bounded and will move together when
either one is moved with the mouse. However, to change the
position of the object and label in relation to each other
(to move the label closer to a text box, for example), click
and drag the large handle at the top, left corner of the object or label. |
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6. Tab order - Alter the tab order of the objects on
the form by selecting View|Tab Order... from the menu bar. Click
the gray box before the row you would like to change in the tab
order, drag it to a new location, and release the mouse button. |
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7. Form Appearance - Change the background color of
the form by clicking the Fill/Back Color button on the formatting
toolbar and click one of the color swatches on the palette. Change
the color of individual form objects by highlighting one and
selecting a color from the Font/Fore Color palette on the formatting
toolbar. The font and size, font effect, font alignment, border around
each object, the border width, and a special effect can also be modified
using the formatting toolbar: |
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8. Page Header and Footer - Headers and footers added to a
form will only appear when it is printed. Access these sections by
selecting View|Page Header/Footer on the menu bar. |
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Form control |
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This page explains the uses for other
types of form controls including lists, combo boxes, checkboxes,
option groups, and command buttons. |
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List and Combo Boxes |
If there are small, finite
number of values for a certain field on a form, using combo
or list boxes may be a quicker and easier way of entering data.
These two control types differ in the number of values they display.
List values are all displayed while the combo box values are not
displayed until the arrow button is clicked |
1. Open the form in Design View. |
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2. Select View|Toolbox to view the
toolbox and make sure the "Control Wizards" button is pressed in. |
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3. Click the list or combo box tool button
and draw the outline on the form. The combo box wizard dialog box will appear. |
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4. Select the source type for the list or
combo box values and click Next >. |
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5. On the next dialog box, set the width
of the combo box by clicking and dragging the right edge
of the column. Click Next >. |
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6. The next dialog box allows tells Access what to do
with the value that is selected. Choose "Remember the value for
later use" to use the value in a macro or procedure (the value
is discarded when the form is closed), or select the field that
the value should be stored in. Click Next > to proceed to the final screen. |
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Check Boxes and Option Buttons |
Use check boxes and option buttons to display yes/no,
true/false, or on/off values. Only one value from a group of
option buttons can be selected while any or all values from a
check box group can be chosen. Typically, these controls should
be used when five or less options are available. Combo boxes or
lists should be used for long lists of options. To add a
checkbox or option group: |
1. Click the Option Group tool on the toolbox and
draw the area where the group will be placed on the form with
the mouse. The option group wizard dialog box will appear. |
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2. On the first window, enter labels for the options
and click the tab key to enter additional labels. Click
Next > when finished typing labels |
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On the next window, select a default value if there is any and click Next >. |
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Select values for the options and click Next >. |
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Choose what should be done with the value and click Next >. |
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Type the caption for the option group and click Finish. |
This page explains the uses for other types of form
controls including lists, combo boxes, checkboxes, option
groups, and command buttons. |
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List and Combo Boxes |
If there are small, finite number of values for a certain
field on a form, using combo or list boxes may be a quicker and easier
way of entering data. These two control types differ in the number of
values they display. List values are all displayed while the combo boxvalues are not displayed until the arrow button is clicked to open it. |
1. Open the form in Design View. |
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2. Select View|Toolbox to view the toolbox and make
sure the "Control Wizards" button is pressed in. |
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3. Click the list or combo box tool button and draw
the outline on the form. The combo box wizard dialog box will appear. |
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4. Select the source type for the list or combo box values and click Next >. |
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5. Depending on your choice in the first dialog box, the next
options will vary. If you chose to look up values from a table or query, the
following box will be displayed. Select the table or query from which the
values of the combo box will come from. Click Next > and choose fields from
the table or query that was selected. Click Next > to proceed. |
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6. On the next dialog box, set the width of the combo
box by clicking and dragging the right edge of the column. Click Next >. |
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7. The next dialog box allows tells Access what to do
with the value that is selected. Choose "Remember the value for
later use" to use the value in a macro or procedure (the value
is discarded when the form is closed), or select the field that
the value should be stored in. Click Next > to proceed to the final screen. |
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8. Type the name that will appear on the box's label and click Finish. |
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Check Boxes and Option Buttons |
Use check boxes and option buttons to display yes/no,
true/false, or on/off values. Only one value from a group of option
buttons can be selected while any or all values from a check box
group can be chosen. Typically, these controls should be used when
five or less options are available. Combo boxes or lists should be
used for long lists of options. To add a checkbox or option group: |
1. Click the Option Group tool on the toolbox and draw
the area where the group will be placed on the form with the mouse.
The option group wizard dialog box will appear. |
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2. On the first window, enter labels for the options
and click the tab key to enter additional labels. Click
Next > when finished typing labels. |
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3. On the next window, select a default value if there is any and click Next >. |
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4. Select values for the options and click Next >. |
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5. Choose what should be done with the value and click Next >. |
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6. Choose the type and style of the option group and click Next >. |
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7. Type the caption for the option group and click Finish. |
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Reports |
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Report Using the Wizard |
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Reports will organize and group the
information in a table or query and provide a way to
print the data in a database. |
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Create a report using Access' wizard by following these steps: |
1. Double-click the "Create report by using wizard"
option on the Reports Database Window. |
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Select the information source for the report by selecting
a table or query from the Tables/Queries drop-down menu. Then, select
the fields that should be displayed in the report by transferring them
from the Available Fields menu to the Selected Fields window using the
single right arrow button > to move fields one at a time or the double
arrow button >> to move all of the fields at once. Click the Next > button
to move to the next screen. |
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Select fields from the list that the records should be
grouped by and click the right arrow button > to add those fields
to the diagram. Use the Priority buttons to change the order of
the grouped fields if more than one field is selected.
Click Next > to continue |
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If the records should be sorted, identify a sort order here.
Select the first field that records should be sorted by and click the A-Z sort button to choose from ascending or descending order.
Click Next > to continue. |
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Select a layout and page orientation for the report and click Next >. |
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Select a color and graphics style for the report and click Next >. |
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On the final screen, name the report and select to open
it in either Print Preview or Design View mode. Click the Finishbutton to create the report. |
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How to Install MS-Access |
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Process |
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1. Verify that your system meets the basic
requirements for Access. You'll need at least a 233MHz or faster Pentium
processor with 128MB of RAM. You'll also need at least 180MB of
free hard disk space. |
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2. Ensure that your operating system is
up-to-date. You'll need Windows 2000 or later to run Access 2003. It's a
good idea to apply all security updates and hotfixes to your system before
installing access by visiting http://windowsupdate.microsoft.com/ |
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3. Insert the MS Office CD into your
CD-ROM drive. The installation process will begin automatically and
ask you to wait while the system prepares the Installation Wizard. |
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4. The next step of the process will
prompt you to enter your name, your organization's name and the product
key found on your CD case. Once you've completed this, click Next to continue. |
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5. The next screen will prompt you to
accept the terms of the End User License Agreement (EULA) by clicking
the check box. Once you've done so, click Next to continue. |
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6. If you'd like to install the entire Office suite (or you're
using an Access-only CD), you can choose "Install Now" on the next screen.
If you'd like to customize your installation, you may do so at this stage.
Otherwise, accept the default Install Now and click Next. |
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7. The next screen summarizes the installation.
After you've reviewed the comments, click the Install button to begin the installation. |
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8. When the installation completes, you may be prompted to
restart your computer. Go ahead and do so. |
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9. When your comptuer restarts, the first thing you should
do is visit the Office Update site at http://officeupdate.microsoft.comto download any security patches for Access. This is a critical step. |
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