Access 2010 Level 2 Unit 1Advanced Tables, Relationships, Queries, and Forms

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Access 2010

Level 2

Unit 1 Advanced Tables, Relationships,Queries, and Forms

Chapter 4 Creating and Using Custom Forms


Creating and Using Custom Forms

Create Custom Forms Using Design View CHECKPOINT 1 Add Calculations to a Form in Design View Adjust Objects for Consistency in Appearance Add Graphics to a Form in Design View Anchor Controls to a Form Create a Datasheet Form and Restrict Form Actions Create a Form Using the Blank Form Tool Sort and Find Records in Forms CHECKPOINT 2

Quick Links to Presentation Contents


Create Custom Forms Using Design View

To start a new form in Design view:1. Click the Create tab.2. Click the Form Design button in the Forms group.

Form Design View


Create Custom Forms Using Design View…continued

Form Design Tools Design tab

Objects are added to the form using buttons in the Controls, Header/Footer, and Tools groups in the Form Design Tools Design tab (shown below).



A control object in a form is bound, unbound, or calculated.

A bound control object draws its data from the field in the table to which it is associated.

An unbound control object is used to display text or graphics and does not rely on the table for its content.

A calculated control object displays the result of a mathematical formula.



To add a form title:1. Open the form in Design view.2. Click the Title button in the Header/Footer group of the

Form Design Tools Design tab.3. Type the title text.4. Press Enter.

title text



To add a label object:1. Open the form in Design

view.2. Click the Label button in

the Controls group in the Form Design Tools Design tab.

3. Drag to create the object with the desired height and width.

4. Type the label text.5. Press Enter.

label object



To center a title object:1. Select the title

object.2. Click the Form

Design Tools Format tab.

3. Click the Center button in the Font group. Center

button



The Form Header section is used to create a header that will display at the top of the form as you scroll through records in Form view. A form header also prints at the top of the page when you print a record or group of records from Form view.

The Form Footer section is used to create a footer that will display at the bottom of the form as you scroll through records in Form view. A form footer also prints at the end of a printout when you print a record or group of records from Form view.



To connect a table to a form:1. Open the form in

Design view.2. Double-click the

Form Selector button.

continues on next slide… Form Selector button



3. Click the Data tab in the Property Sheet.

4. Click the down-pointing arrow in the Record Source property box.

5. Click the desired table at the drop-down list.

6. Close the Property Sheet.

Record Source property box



To add a field to a form:1. Click the Add Existing Fields button in the Tools group in

the Form Design Tools Design tab.2. Drag the field name from the Field List pane to the

desired location in the Detail section.

Field List pane



To move objects in Design view:1. Select the control object.2. Use the orange border or the gray move handle to drag

the object to a new location.

orange border



To resize an object in Design view:1. Select the control

object.2. Drag any of the

sizing handles to change the height or width of the object. pointer



By default, the Snap to Grid feature is turned on in Design view.

This feature pulls the edge of a control to the nearest grid point when you are moving or resizing it.

If you want to move or resize an object more precisely, you may want to turn the feature off.



To change the font color in a control:1. Select the desired control

object.2. Click the down-pointing

arrow on the Font Color button in the Font group on the Form Design Tools Format tab.

3. Click the desired color at the color palette.

4. Deselect the control. Font Color button



To use the selection rectangle:1. In Design view, position the pointer above the top left

edge of the control you wish to select.2. Drag down and to the right to draw a rectangle around

the control.3. Release the mouse.

selection rectangle



To change the tab order of the fields in a form:1. Open the form in Design

view.2. Click the Tab Order button in

the Tools group of the Form Design Tools Design tab.

3. At the Tab Order dialog box, click in the gray field selector bar next to the field name.

4. Drag the field to the desired location.

5. Repeat Steps 3-4 as required.6. Click OK.

Tab Order dialog box



A tab control is an object used to add pages to a form. When viewing a form, you click the page tab in the tab

control object to display the contents of the page. Add a tab control to a form to organize fields in a large

table into smaller related groups or to insert multiple subforms that display on separate pages within the tab control object.



To add a tab control to a form:1. Open the form in Design

view.2. Click the Tab Control

button in the Control group of the Form Design Tools Design tab.

3. Position the crosshairs in the Detail section at the desired location for the top left of the object.

4. Drag down and right to draw the object’s desired height and width.

5. Release the mouse.

pages



To change the page caption:1. Click the desired tab in

the tab control.2. Click the Property Sheet

button in the Tools group.

3. Click the Format tab in the Property Sheet.

4. Click in the Caption property box.

5. Type the desired text.6. Close the Property Sheet.

Caption property box



To add a subform to a page:1. Click the desired page

tab in the tab control.2. Make sure the Use

Control Wizards button is active.

3. Click the More button in the Controls scroll bar.

4. Click the Subform/Subreport button at the expanded Controls list.

continues on next slide…

Subform/Subreport button



5. Click the crosshairs inside the selected page.

6. Click Next at the first Subform Wizard dialog box.


crosshairs


Create Custom Forms Using Design View…continued7. At the second Subform

Wizard dialog box, choose the table and fields.

8. Click Next.9. At the third Subform

Wizard dialog box, click Next.

10. At the last Subform Wizard dialog box, click Finish.

11. Delete the subform label control object.

12. Move and resize the subform object as necessary.

second Subform Wizard dialog box



In Design view, the controls in the subform display one below another. However, in Form view, the subform displays using a datasheet layout.

If you want to, you can change the Default View property in the subform’s Property Sheet to Single Form.

This view matches the layout of the controls in Design view to the layout of the fields in Form view.

The fields display one below another in a single column in Form view.


CHECKPOINT 11) The Form Design button is located

in this tab.a. Homeb. Createc. External Datad. Database Tools

3) Access places how many control objects for each field on a form?a. 1b. 2c. 3d. 4

2) These type of objects are used to display text or graphics and do not rely on a table for their content.a. calculatedb. boundc. unboundd. text

4) To select multiple objects, hold down this key as you click.a. Shiftb. Ctrlc. Altd. Shift + Ctrl

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Add Calculations to a Form in Design ViewTo add a calculated control to a form:1. Open the form in Design

view.2. Click the Text Box button

in the Controls group in the Form Design Tools Design tab.

3. Position the crosshairs in the Detail section at the desired location.

4. Drag to create the control object.

5. Release the mouse.continues on next slide…

crosshairs


Add Calculations to a Form in Design View…continued

6. Click in the text box control.

7. Type the formula.8. Press Enter.9. Delete the text in the

label control object.10. Type the label text.11. Press Enter.

formula


Adjust Objects for Consistency in Appearance

To align multiple objects:1. In Design view, select the

desired objects.2. Click the Form Design

Tools Arrange tab.3. Click the Align button in

the Sizing & Ordering group.

4. Click the desired option at the drop-down list.

5. Deselect the controls. Align button


Adjust Objects for Consistency in Appearance…continued

To adjust spacing between objects:1. In Design view, select the

desired control objects.2. Click the Form Design

Tools Arrange tab.3. Click the Size/Space

button in the Sizing & Ordering group.

4. Click the desired option in the Spacing section at the drop-down list.

5. Deselect the controls.

Size/Space button


Add Graphics to a Form in Design View

A picture saved in a graphic file format can be added to a form by using the Logo button or the Insert Image button in the Controls group in the Form Design Tools Design tab.

Access automatically adds the image to the left side of the Form Header section.

You can move and resize the image as needed. Access supports the following graphic file formats for a

logo control object: bmp, gif, jpeg, jpg, and png.


Add Graphics to a Form in Design View…continued

Use the Insert Image button when you want to place the picture in another section of the form or if you want to draw a larger control object to hold the picture.

Access supports the following graphic file formats for an image control object: gif, jpeg, jpg, and png.


Add Graphics to a Form in Design View…continued

To add clip art to a form:1. Open the form in Design

view.2. Start Microsoft Word.3. Click Insert, Clip Art.4. Locate and insert the

desired clip art into the document.

5. Copy the clip art image.6. Switch to Microsoft Access.7. Paste the image into the

desired section of the form.8. Move and resize as

required.

clip art


Anchor Controls to a FormTo anchor a control in a form:1. Open the form in Design

view.2. Select the control

object(s) to be anchored.3. Click the Form Design

Tools Arrange tab.4. Click the Anchoring button

in the Position group.5. Click the desired anchor

position.6. Deselect the object(s).7. Save the form.

Anchoring button


Create a Datasheet Form and Restrict Form ActionsTo create a datasheet form:1. Select the table in the

Navigation pane.2. Click the Create tab.3. Click the More Forms

button in the Forms group.

4. Click the Datasheet option.

5. Save the form. Datasheet option


Create a Datasheet Form and Restrict Form Actions…continuedTo restrict record actions for a form:1. Open the form in Design

view.2. Double-click the Form

Selector button.3. Click the Data tab.4. Change the Allow

Additions, Allow Deletions, Allow Edits, or Allow Filters to No.

5. Close the Property Sheet.6. Save the form.

Use these form properties to restrict the usage of the form.


Create a Form Using the Blank Form Tool

To create a blank form:1. Click the Create tab.2. Click the Blank Form

button in the Forms group.

3. Expand the field list for the desired table.

4. Drag the fields to the form as needed.

5. Add a title, apply formatting, and make other design changes as needed.

6. Save the form.

Blank Form button


Create a Form Using the Blank Form Tool…continued

To create a list box:1. Open the form in Layout

or Design view.2. Click the List Box button

in the Controls group in the Form Layout Tools Design tab.

3. Click within the form at the desired location.


List Box button



4. Create the values within the List Box Wizard dialog boxes.

5. Save the form.

List Box Wizard dialog box



To create a combo box:1. Open the form in Layout

or Design view.2. Click the Combo Box

button in the Controls group in the Form Layout Tools Design tab.

3. Click within the form at the desired location.


Combo Box button



4. Create the values within the Combo Box Wizard dialog boxes.

5. Save the form.

Combo Box Wizard dialog box


Sort and Find Records in Forms


Find What Entry In This Field Will Find

104? Customer IDCustomer records with a customer ID that begins with 104 and has one more character (such as 1041, 1042, 1043, and so on up to 1049).

4820? ZIP CodeCustomer records with a zip code that begins with 4820 and has one more character (such as 48201, 48202, and so on).

650?? Work OrderWork order records with a work order number that begins with 650 and has two more characters (such as 65023,65035, 65055, and so on).


Sort and Find Records in Forms…continuedFind What Entry In This Field Will Find

313* Home PhoneCustomer records with a telephone number that begins with the 313 area code.

Peter* Last NameCustomer records with a last name that begins with Peter and is followed by any number of characters (such as Peters, Peterson, Petersen, Peterovski).

4820* ZIP CodeCustomer records with a zip code that begins with 4820 and is followed by any number of characters (such as 48201 or 48203-4841).

*oak* Street AddressCustomer records with any street address that has oak in the middle (such as 1755 Oak Drive, 12-234 Oak Street, or 9 Oak Boulevard).


Sort and Find Records in Forms…continued

To find records using a wildcard:1. Open the form in Form view.2. Click in the field by which you

want to search.3. Click the Find button in the Find

group in the Home tab.4. Type the search string. Include

an asterisk for any variable text.5. Click Find Next.6. Continue clicking Find Next until

the search is finished.7. Click OK.8. Close the Find and Replace

dialog box.

search string


Sort and Find Records in Forms…continued

To sort records in a form:1. Open the form in Form

view.2. Click in the field by

which you want to sort.3. Click the Ascending

button or Descending button in the Sort & Filter group in the Home tab.

Ascending button


CHECKPOINT 21) A calculated control is considered

to be this type of object.a. plainb. integratedc. boundd. unbound

3) The Blank Form button is located in this tab.a. Homeb. Createc. External Datad. Database Tools

2) Access inserts clip art as this type of OLE control object.a. plainb. integratedc. boundd. unbound

4) This type of box displays a collection of values for a field within the control object.a. listb. buttonc. selectiond. drop

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Creating and Using Custom Forms

Create a custom form in Design view using all three form sections Add fields individually and as a group Move, size, and format control objects Change the tab order of fields Create tabbed pages in a form and insert a subform on each page Add and format a calculation to a custom form Group and ungroup multiple controls Adjust the alignment and spacing of controls Add graphics to a form Anchor a control to a position in the form Create a datasheet form Modify form properties to restrict actions allowed in records Create a blank form Add list and combo boxes to a form Sort records in a form and locate a record using a wildcard character

Summary of Presentation Concepts

Access 2010 Level 2 Unit 1Advanced Tables, Relationships, Queries, and Forms

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