Chapter 5

Multiple-Table Forms

MicrosoftAccess 2013

Multiple-Table Forms 2

• Add Yes/No, Long Text, OLE Object, and Attachment fields

• Use the Input Mask Wizard• Update fields and enter data• Change row and column size• Create a form with a subform in Design view• Modify a subform and form design

Objectives

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• Enhance the form title• Change tab stops and tab order• Use the form to view data and attachments• View object dependencies• Use Date/Time, Long Text, and Yes/No fields in a

query• Create a form with a datasheet

Objectives

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Project – Multiple Table Forms

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• Add fields to the Book Rep table• Enter data into the new fields• Create a form for the Book Rep table• Add controls to the form• Add a subform to the form• Modify the subform• Enhance the form• Create queries with the new fields

Roadmap

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• Open the table in Design view• Tap or click the first open field to select the

position for the first additional field• Type the desired field name, press the TAB key,

and then select the desired data type• Tap or click the Save button on the Quick Access

Toolbar to save the changes

Adding Fields with New Data Types

to a Table

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Adding Fields with New Data Types

to a Table

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• After adding the new field, tap or click the Input Mask property box

• Tap or click the Build button to use a wizard to enter the input mask

• If necessary, click the Yes button to save the table• Select the desired input mask in the Input Mask Wizard

dialog box• Tap or click the Next button two times• If necessary, determine how you want to store the data, and

then tap or click the Next button• Tap or click the Finish button

Using the Input Mask Wizard

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Using the Input Mask Wizard

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• Tap or click the beginning of the field in Datasheet view

• Type the field value

Entering Data Using an Input Mask

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• Tap or click the check box in the Yes/No field to place a check mark in the box

Entering Data in Yes/No Fields

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• Tap or click the desired field and then type the entry

Entering Data in Long Text Fields

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• Drag the right edge of the field to resize to the right to increase the column size

• Drag the lower edge of the record selector to resize to the desired location

Changing the Row and Column Size

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• Press and hold or right-click the OLE object field to produce a shortcut menu

• Tap or click Insert Object on the shortcut menu to display the Microsoft Access dialog box

• Tap or click the desired object type• Tap or click the OK button• Create the desired object• Tap or click the ‘Exit and return to document’

command to return to Access and insert the object

Entering Data in OLE Object Fields

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Entering Data in OLE Object Fields

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• Press and hold or right-click the attachment field• Tap or click Manage Attachments on the shortcut

menu• Tap or click the Add button to add an attachment• Navigate to the location containing the file(s) to

attach• Tap or click the file to attach, and then tap or click the

Open button• Tap or click the OK button to close the Attachments

dialog box

Entering Data in Attachment Fields

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Entering Data in Attachment Fields

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• Tap or click CREATE on the ribbon to display the CREATE tab

• Tap or click the Form Design button to create a new form in Design View

• If a field list does not appear, tap or click the ‘Add Existing Fields’ button (FORM DESIGN TOOLS DESIGN tab | Tools group) to display a field list

Creating a Form in Design View

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Creating a Form in Design View

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• Drag the field in the field list to the desired location on the form

Adding a Control for a Field to the Form

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• Tap or click the first control to align• Hold the SHIFT key down and tap or click the

remaining controls to align• Tap or click the Align button (FORM DESIGN

TOOLS ARRANGE tab | Sizing & Ordering group) to display the Align menu

• Tap or click the desired alignment option

Aligning Controls

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Aligning Controls

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• Select the controls on which to modify the vertical spacing

• Tap or click the Size/Space button (FORM DESIGN TOOLS ARRANGE tab | Sizing & Ordering group) to display the Size/Space menu

• Tap or click the desired spacing option to specify the spacing

Adjusting Vertical Spacing

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Adjusting Vertical Spacing

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• Press and hold or right-click the form to produce a shortcut menu

• Point to the ‘Fill/Back Color’ arrow on the shortcut menu to display a color palette

• Tap or click the desired color

Using a Shortcut Menu to Change the Fill/Back Color

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• Tap or click the Title button (FORM DESIGN TOOLS DESIGN tab | Header/Footer group) to add a title to the form

Adding a Title

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• Tap or click the More button (FORM DESIGN TOOLS DESIGN tab | Controls group) to display a gallery of available tools

• Be sure the ‘Use Control Wizards’ button is selected, tap or click the Subform/ Subreport tool on the FORM DESIGN TOOLS DESIGN tab, and move the pointer to and tap or click the position where you want to position the subform

• Ensure the ‘Use existing Tables and Queries’ option button is selected

• Tap or click the Next button

Placing a Subform

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• Tap or click the Tables/Queries arrow, and then tap or click the table that contains the fields for the subform

• Add the desired fields to the subform• Tap or click the Next button to move to the next

SubForm Wizard dialog box• Be sure the ‘Choose from a list’ option button is

selected• Tap or click the Next button• Type the desired name of the subform• Tap or click the Finish button to place the subform

Placing a Subform

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Placing a Subform

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• Tap or click the View button (HOME tab | Views group) to view the form in Form view

Viewing the Form

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• Open the form with the subform in Design view• Tap or click the boundary of the subform to select it• Make the necessary modifications

Modifying a Subform

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• In Design view, tap or click the label two times to produce an insertion point

• Type the new label text• Tap or click outside the label to deselect it

Changing a Label

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• Tap or click the label(s) to change• Tap or click the Font Color arrow (FORM DESIGN TOOLS FORMAT tab

| Font group) to display a color palette• Tap or click the desired color to change the font color for the label(s)• Tap or click the Property Sheet button (FORM DESIGN TOOLS

DESIGN tab | Tools group) to produce the property sheet for the selected labels. If your property sheet still appears on the left side of the screen, drag it back to the right. Make sure the All tab is selected

• Tap or click the Border Style property box to display the Border Style property arrow, and then tap or click the arrow to display a menu of border styles

Changing Label Effects and Colors

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• Tap or click the desired border style• Tap or click the Border Width property box to

display the Border Width property arrow, and then tap or click the arrow to display a menu of border widths

• Tap or click the desired border width• Tap or click the Special Effect property box to display

the Special Effect property arrow, and then tap or click the arrow to display a menu of special effects

• Tap or click the desired special effect

Changing Label Effects and Colors

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Changing Label Effects and Colors

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• Display the form in Design view• Resize the Form Header section by dragging down the

lower boundary of the section to the desired location• Tap or click the control containing the form title to

select the control• Drag the lower-right sizing handle to resize the control

to the desired size• Tap or click the Property Sheet button (FORM DESIGN

TOOLS DESIGN tab | Tools group) to display the control’s property sheet

Modifying the Appearance of a Form Title

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• Tap or click the Font Size property box, tap or click the Font Size property arrow, and then tap or click the desired font size

• In a similar fashion, change the Text Align property and the Font Weight property

• Close the property sheet by tapping or clicking the Property Sheet button (FORM DESIGN TOOLS DESIGN tab | Tools group)

Modifying the Appearance of a Form Title

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Modifying the Appearance of a Form Title

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• Select the controls for which you want to omit from the tab stop sequence

• Tap or click the Property Sheet button (FORM DESIGN TOOLS DESIGN tab | Tools group) to display the property sheet

• Make sure the All tab (Property Sheet) is selected, tap or click the down scroll arrow until the Tab Stop property appears, tap or click the Tab Stop property, tap or click the Tab Stop property arrow, and then tap or click No

• Close the property sheet

Changing a Tab Stop

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Changing a Tab Stop

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Changing the Tab Order

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• Open the Navigation Pane and tap or click the desired table

• Tap or click the Object Dependencies button (DATABASE TOOLS tab | Relationships group) to display the Object Dependencies pane

• If necessary, tap or click the ‘Objects that depend on me’ option button to select it

• Close the Object Dependencies pane by tapping or clicking the Object Dependencies button (DATABASE TOOLS tab | Relationships group) a second time

Viewing Object Dependencies

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Viewing Object Dependencies

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Using the Date/Time, Long Text, and Yes/No Fields in a Query

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• Add Yes/No, Long Text, OLE Object, and Attachment fields

• Use the Input Mask Wizard• Update fields and enter data• Change row and column size• Create a form with a subform in Design view• Modify a subform and form design

Chapter Summary

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• Enhance the form title• Change tab stops and tab order• Use the form to view data and attachments• View object dependencies• Use Date/Time, Long Text, and Yes/No fields in a

query• Create a form with a datasheet

Chapter Summary

Chapter 5 Complete

MicrosoftAccess 2013