Microsoft Office Tutorials and References
In Depth Information
Seeing How Forms and Reports Are Secretly Related
Chapter 2 of this minibook explains how to modify the design of a form after
you create it in Design view. Chapters 3 and 4 of this minibook cover fancier
forms, including forms with calculations, totals, and subforms.
Seeing How Forms and Reports Are Secretly Related
This chapter describes how to make and edit forms, but it secretly also
describes how to make and edit reports. Forms and reports are very similar.
You create them with many of the same commands, tools, and properties
to make stuff look good onscreen and on paper. How you use forms and
reports, however, is different. Forms are for interacting with data onscreen,
whereas reports are for printing data on paper.
This chapter describes how to create a form, but creating a report works the
same way. To make a report, skim the instructions in this chapter and then
skip to Book V, which is about the aspects of reports that differ from forms,
such as how they print.
Understanding Form Basics
A form doesn’t store any data: It displays data from a table or query, called
its record source. When you create a form, you tell Access what the record
source will be for the form.
The things that appear on a form or report are called controls, and they
include text boxes that display data from the database; text labels that
explain how to use the form; buttons you can click to save, navigate, or
perform other operations; and check boxes. Chapter 2 of this minibook explains
the available controls. You don’t have to know much about controls when
you get started making and using forms and reports, because Access can
make entire forms and reports, including their controls, for you.
Many controls display the data from fields in the record source. Your form
or report doesn’t have to include all the fields in the record source. You can
omit irrelevant fields that the user never needs to know about, such as the
AutoNumber ID field. Also, the fields on a form don’t need to appear in the
same order in which they occur in the table or query.
Usually, a form displays the fields from a single record — either one record
in a table or one record from a query result datasheet. You can also make a
continuous form, which displays several records one below another. You can
even make a split form, which is a single record form with a datasheet below
it. When you click a record in the datasheet, that record is displayed in the
single-record form. In this section, we show you how to make all these types
of forms. (Book V describes how to make and print various types of reports.)
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