Microsoft Access XP (2002) - Forms . Navigation . Wizards . Custom Forms . Combo Boxes . Calculations in Forms . Pictures . Multitable Input . Summary Operations USC - Marshall School of Business AIS – User Support Table of Contents Exercise File Needed ................................................................................................................................ 3 INTRODUCTION TO ACCESS FORMS ............................................................................................... 4 Accessing the Database in HOH401 ..................................................................................................... 4 Opening Sweets 2000 ........................................................................................................................... 4 AUTOCONTENT WIZARD .................................................................................................................... 5 NAVIGATING FORMS .......................................................................................................................... 5 Keyboard Navigation ............................................................................................................................ 5 Mouse Navigation ................................................................................................................................. 5 DATA ENTRY USING A FORM ........................................................................................................... 6 Data Entry Using a Mouse ................................................................................................................... 6 SAVING A FORM ................................................................................................................................... 6 SEARCHING FOR RECORDS IN A FORM .......................................................................................... 7 Find ....................................................................................................................................................... 7 Filter by Example ................................................................................................................................. 7 USING THE FORM WIZARD ................................................................................................................ 8 MANUALLY CREATING A FORM ...................................................................................................... 9 THE FORM DESIGN ENVIRONMENT ................................................................................................ 9 The Canvas Area ................................................................................................................................... 9 Placing Fields on the Form ................................................................................................................. 10 Placing Several Fields on the Form Similtanously ............................................................................. 10 Selecting Controls ............................................................................................................................... 11 Deleting a Control ............................................................................................................................... 11 Moving and Resizing Controls ........................................................................................................... 11 Aligning Controls ............................................................................................................................... 11 THE TOOLBOX .................................................................................................................................... 12 CREATING A DROP DOWN LIST (COMBO BOX) .......................................................................... 13 Creating a Combo Box for “Customer ID” Number .......................................................................... 13 Set Tab Order ...................................................................................................................................... 15 USING A COMBO BOX TO GO TO A RECORD............................................................................... 16 CREATING AN OPTION GROUP ....................................................................................................... 18 CREATING TAB SHEETS ................................................................................................................... 20 CREATING A CHECK BOX ................................................................................................................ 21 CALCULATIONS IN FORMS .............................................................................................................. 22 Equation Guidelines ............................................................................................................................ 22 CALCULATIONS INVOLVING NUMBERS ...................................................................................... 22 Formatting Calculated Fields .............................................................................................................. 23 Disallow Tab Stop .............................................................................................................................. 23 Changing the description for the Label Control ................................................................................. 23 CALCULATIONS INVOLVING DATES ............................................................................................ 24 Expressing Time in Other Units ......................................................................................................... 25 USING FORM HEADER & FOOTERS ................................................................................................ 27 Inserting a Picture in the Form Header ............................................................................................... 27 Resizing Pictures ................................................................................................................................ 27 Setting Size Mode. .............................................................................................................................. 28 Inserting Text into Headers or Footers ............................................................................................... 28 Inserting The Date & Time ................................................................................................................. 28 AccessXP-Forms.doc April 23, 2003 Page 2 of 33 USC - Marshall School of Business AIS – User Support Inserting Page Numbers ...................................................................................................................... 28 TABLE RELATIONS & MULTIFORM ENTRY ................................................................................. 29 Table Relations: .................................................................................................................................. 29 Relating Tables ................................................................................................................................... 29 CREATING A MAIN/SUBFORM ........................................................................................................ 31 USING MAIN/SUBFORMS .................................................................................................................. 32 Moving to the Next/Previous Record ................................................................................................. 32 Starting a New Record ........................................................................................................................ 32 Adding Another Record ...................................................................................................................... 32 Saving & Reusing the Main/Subform................................................................................................. 33 Exercise File Needed This handout utilized a database file called: SweetsXP.mdb. It can be found on the Marshall Web Page at: http://www.marshall.usc.edu/Web/Computing.cfm?doc_id=770#Access AccessXP-Forms.doc April 23, 2003 Page 3 of 33 USC - Marshall School of Business AIS – User Support INTRODUCTION TO ACCESS FORMS Although data can be entered and edited directly in a table, most users create forms for data entry. Forms can be easier to work with and have several advantages over working directly with tables. Calculations can be placed in forms but not in tables. A form can be used to place data into more than one table (This can be done using tables as well.) . Fields can be hidden from the data entry person. For example, there may be certain fields that you do not wish them to see such as Salary or you may simply have certain fields that will be filled in later and you do not want the data entry person to type anything in them yet. Pictures can be stored in tables, but they can only be displayed in forms (or reports). The fields can be placed on the form in any order or position desired. For example, if you are doing data entry from a survey, you can arrange your form to look exactly like the survey. A from only shows one record at a time, making data entry easier. Switchboards employing macro buttons are created in forms (Not covered in this handout.) It should be noted that when you use a form, data is not duplicated, you are merely creating