Microsoft Access 4

Database Creation and Management

Maintain table data using a form Not only you can view your data in a form, you

can also make modifications to the data right in the form.

Once you have navigated to the record you want to change, you can make your changes.

When you move off the record, the changes are made directly to the table.

Access will allow you to add, modify, and delete records in forms view.

Creating a Form After Kim leaves for her staff meeting, Barbara asks

you to create a form for the Customer table because the staff are not allowed to access the database directly. The staff members should be allowed only for entering data. But, using a form, the staff can work data easily in the table.

Open Customer table to identify # of records (38) Create using “Form Wizard” Layout: Columnar & Style: International – it’s up to

you for your exam. Save the form as Test Form

Adding a Record into the Form

Add following information as a Record No.39 customer;

CustomerNum: 000 CustomerName: Your Last Name Street, City, State, and ZipCode: Your Address OwnerName: Your Full Name Phone: Your Phone Number FirstContact: 09/20/2001

A record No. 39 added to the Customer table (it’s has been altered).

Form Practice: Creating Form Create a form for the Membership Table from

the Roadrunner database. Save as Membership Data Entry Form.

Report A report is used to “Dress Up” or

summarize your data. A report can be made from a Table or

Query. You can use a Wizard to create your reports

or you can customize them to fit your needs.

You can specify sorting orders and you can also group data.

Creating a Report Kim returns from her staff meeting with another

request. She wants to have a list of OrderNum,

CustomerNum, Paid and InvoiceAmt. from the Order table. She’d like the information presented in a more readable format for senior managers. Create using “Report Wizard” Layout: Tabular and others - it’s up to you for your exam. Group by: CustomerNum Sort the InvoiceAmt in descending order Save the report as Order List

Modifying a Report Modify the title to “Order List report.”

The title must be centered. Change background and font color. Change font size to 24.

Put a space between following words; OrderNum CustomerNum InvoiceAmt

Modifying a Report (con’t) Change order Num to Order No Change Customer Num to Customer No Change InvoiceAmt to Invoice Amount

Report practice: Creating Report We will make a report that combines elements

of the Instructor Table with elements from the Course Table.

From the Instructor Table, your report will include Employee Number and Instructor Last Name. From the Course Table, your report will include Class Number, Course Name, and Time.

You need to group by Employee Number. Class Number should be sorted in ascending order. The report is called Teaching Assignments.

Report Practice: Creating Report After you create the basic form of the report using the

Wizard, we will next need to go into the design screen and customize the report. Center the title in the middle of the page.

Change Employee Number to Employee No. Change Instructor Last to Instructor Change Class Number to Class Change Course Name to Course

Widen out the heading names and field entries so that nothing is cut off. Space out your data fields.  All words in the report must be clearly visible.

Create a report using the Report Wizard You can easily create a formatted printout of data in

table(s) in a database by using the Report Wizard. The Report Wizard will ask you a series of questions to

help you format the report. Once the report has been created, either with the

Report Wizard or your own design, you can change the design later.

You will find that the choices you make in the Report Wizard are similar to the choices in the Form Wizard.

Choices include grouping and sorting options, as well as report layout options. You can preview the report to view how it will look when printed.

Grouping report dataYou should decide how you want the report to be grouped. This figure shows a sample report (in the Report Wizard) that is grouped by the Employer table.

The secondary table is the Position table. This will develop a report where each employer's position is grouped under that employer.

Sorting report data You can sort the data on a particular field or

on several fields. If you choose to sort on two or more fields, the

grouping is in order as selected on the Sort Order portion of the Report Wizard.

If you choose to sort on State and then on City, the report would be sorted on State and then within each State group, the data would be sorted on City

Using the Sort dialog boxYou can sort on multiple fields. Click the list arrow for each list box to select the fields to be used as sort keys.

You can choose ascending or descending order for each sort field you select.

Choose a report layoutReport Wizard will ask you to select the layout of the report.

You may want to try out several examples and view the final report to see how each one looks; you can always change the layout of the report later.

Click an option button for one of the layout styles, and a sample appears in the pane on the left.

Insert a picture in a report You can insert a picture into a report to

improve its appearance. The picture can be from scanned images,

images created in Microsoft Paint, or a picture created in some other graphic program.

Once the picture is inserted into the report, you can move it around and size it to your preference.

Steps to Insert a picture Change to design view Click Insert on the menu bar Select Picture from the drop-down menu Navigate to the location of the picture and

select it Press the OK button to insert it

Moving a picture in a reportThis report shows a picture inserted into the report. Notice that the figure indicates that this picture is in the wrong place. Pictures are easily moved around simply by selecting them with the mouse and then dragging them to the desired position.

Preview and print a report Before printing the report, you can view it in

Print Preview by pressing the Print Preview button.

If the preview looks OK, you can print the report. To print the report:

Click the File menu, and then click Print In the Print dialog box you can:

Print the entire report Print a selected number of pages Set other printing options such as number of copies

Preview your report before printing it

Use the Print Preview option to see if the report is as you want it to be. If not, make your changes and use Print Preview again.