microsoft access lesson 6 - database fields on forms and reports (2)

8/14/2019 Microsoft Access Lesson 6 - Database Fields on Forms and Reports (2)

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Database Fields on Forms and Reports

Common Fields of Forms and Reports

IntroductionAs we saw in previous lessons, fields are created on a table, then they can be added to a query.

Based on the way Microsoft Access deals with fields, a field on a table cannot be created as a

combination of other fields, as if it were an expression (unless the field is created as

"lookup")(We know that other database environments, including Microsoft SQL Server andMySQL, allow using an expression as the value of a column of a table but MS Access doesn't).

Instead, the fields on a table are primarily created to store data. On the other hand, as we willsee in the next few lessons, a new field can be added to a query as a combination, through an

expression, of other fields. Forms and reports present this same solution. Besides using thefields of a table or a query, a new field can be added to a form or report. This is because forms

and reports use objects called Windows controls.

Labels

A label is a static object that presents a word or a group of words. The user cannot (directly)

change the value that a label is displaying. By default, a label displays its sentence on a graybackground.

Text Boxes

A text box is a rectangular object with a white background and thick borders. On a form, a text

box either presents information to the user, requests data from the user, or does both. On areport, a text box is used like a label: to display information that would be printed.

A text box may not be explicit enough to indicate what it is used for. For this reason, it isusually positioned next to a label. The label is usually positioned on top, or to the left, of the

text box it is accompanying. For this reason, a text box is named after the label close to it. Forexample, and throughout this site, if a text box is placed under, or on the right side of, a label

that displays First Name, the text box would be called "The First Name Text Box".

Combo Boxes

A combo box is a type of text box that displays an item selected from a list it is holding. On a

form, to change an item in a combo box, you can click its arrow and make your selection fromthe list. On a report, a combo box appears as such only when in design. When printed, only its

data displays. Although it depends on the programmer's configuration of the combo box, theuser may not be allowed to enter in a combo box something that is not part of the preset list.

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Navigation Buttons

Forms and reports are equipped with the same navigation buttons used on tables (and

queries). This time, they are used to navigate left and right to the previous or the next recordsinstead of up and down.

Object Role

First Record: allows moving to the first record

Previous Record: allows moving one record back (if there is

one) from the current record

Record Indicator: Displays the number representing the current

record

Next Record: allows moving one record ahead

Last Record: Allows moving to the last record

New Record: Used to enter a new record for a form

Since you cannot create a new record on a report, this button

is not available on it

Practical Learning: Reviewing Controls on Forms and Reports

1. Open the Rockville Techno database that you started in Lesson 2

2. On the Database window, click the Forms button. Then double-click the Clients form toopen it

3. On the Clients form, click the Time Cards button

4. Notice the Employee and Date Entered labels



5. Also notice the Employee combo box

6. Notice also the Date Entered, the Total Hours, and the Total Expenses text boxes

Forms Fields Introduction

Microsoft Access is an MDI application. This means that it allows you to open many objects,

such as different forms and/or reports at the same time. This lets you switch from one windowto another to perform data entry on related objects.

A form, by design, provides a friendlier interface and should make its navigation easy for theuser. To provide this functionality, a form can be equipped with various types of Windows

controls. Some of the objects are used only to display information to the user. Some othersallow the user to change data.

Sub-Form

A sub-form is a form that is “glued” or embedded in another form. It is used to display related

data that would otherwise be accessible from another form.

Record Selector

A form is equipped with a special area that allows selecting the currently displaying record. TheRecord Selector is on the left side immediate to the left border of the form. The Record Selector

is not available on all forms. The database developer decides on its availability or not.

Practical Learning: Reviewing Controls on Forms



1. Notice the Time Worked and the Expenses sub forms

2. To view the design of subform, right-click the title bar of the Time Cards form and click

Form Design

3. After viewing the form, right-click its title bar and click Form View

Reports and Controls

Introduction

Like a form, a report uses the same label, text box, combo box, and list box controls. Asmentioned already, the appearance of the controls may not be printed as we will see when

studying properties of controls, the background and borders of controls can be changed foraesthetic reasons. Such background and borders would be printed.

Sub-ReportA sub-report is a report added to a parent report in a master-detail layout. It allows the user to

view related data from different tables to create a more realistic report. Although playing the

same roles, sub-forms and sub-reports are not created the exact same way.

Practical Learning: Reviewing Controls on Reports

1. On the Time Cards form, click the Preview Time Card button



2. To view the design of a sub-report, on the main menu, click View -> Design View

3. Notice the Time and Expenses sub-reports in the Detail section

4. To preview the report, on the main menu, click View -> Print Preview

5. Close the Time Sheet report

6. Close the Time Cards form

7. Close the Clients form

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microsoft access lesson 6 - database fields on forms and reports (2)

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