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Jan's Working with Databases

Forms & Reports: Summary

Forms and reports are the usual way that you interact with a database. Forms allow you to enter new records and edit existing records. Reports allow you to sort and group results to show just exactly what you want to see. Reports can show totals (Sum, Avg, Min, Max, Count, etc.) for the whole report or for groups.

Forms and reports are similar in the way that you create and manage them, though each type has its own special features.

A well-designed form is easy to read and easy to use. For a data entry form, the controls should be in an order that matches the source that the user is using to enter new data. Backgrounds should not interfere with reading the data. Calculated values should be clearly different from values that the user must enter.

A well-designed report prints neatly and is easy to read. Groupings and totals are clearly labeled. The report fits on the page and the controls show all of the data from the control's source. Nothing is cut off.

The Property Sheet manages the look and behavior of the whole form/report, each section, and each control. There are a large number of properties for most objects.

The Page Setup dialog controls the pages of a print-out, including margins, orientation, and the number and size of columns.

Images that are not part of records can be inserted with an Image control. Bound object frames are needed for images that are part of a record. Adding images, attachments, or OLE objects to records can greatly increase the size of the database.

Compacting a database will usually reduce its file size. It is important to compact regularly and to keep backup copies of your database.

You can create totals using aggregate functions, like Sum and Average, for a whole report or for groups in a report. Doing totals for calculated controls can usually be done but requires extra effort.

You can combine two or more forms/reports into a single object by using subforms/subreports. The subform/subreport must be linked to the main form/report if you want to show only the data that matches the current record.

Access includes a number of wizards to help you create and manage objects. The Label Wizard and Chart Wizard create specialty reports. The Form and Report Wizards create a basic form/report based on one or more tables and queries. The Subform and Subreport Wizards automatically link to the main form/report to synchronize records.

	Lesson	What is it?	# of pages
1.	Printable Form	Form: Projects Form-Print	3
2.	Groups	Report: Clients-by country and postal code	3
3.	Totals - Simple	Report: Clients - country totals - last page	1
4.	Totals - Simple	Report: Trips by Clients - Numbered	1
5.	Totals - Calculated	Report: Trips by Agent - Cumulative Total	1
6.	Label Wizard	Report: Labels-Mailing for Clients	1
7.	Chart Wizard	Report: Chart-Trip Totals by Agent	1
8.	Multiple Columns	Report: Clients - country totals-3col	2
9.	Subreports	Report: Agent Trips with subreport totals	1
10.	Subreports	Report: Agents-with Clients- page 1	1

Jan's Working with Databases

Forms & Reports: Summary

What You Printed for Project 4: Forms & Reports

Skills Covered

Skills in Exercises

Important Terms