Microsoft Office Tutorials and References
In Depth Information
Session 1.2
The form displays one record at a time in the Employer table. Access displays the field val-
ues for the first record in the table and selects the first field value (EmployerID). Each field
name appears on a separate line (spread over two columns) and on the same line as its field
value, which appears in a box. The widths of the boxes are different to accommodate the dif-
ferent sizes of the displayed field values; for example, compare the small box for the
StateProv field value with the larger box for the EmployerName field value. The AutoForm:
Columnar Wizard automatically placed the field names and values on the form and supplied
the background style. Note as well that field names are displayed with spaces between them,
such as “Contact First Name” instead of “ContactFirstName.” (You’ll learn how to control the
display of field names in database objects, such as tables and forms, later in this text.)
To view and maintain data using a form, you must know how to move from field to field
and from record to record. Notice that the Form window contains navigation buttons, similar
to those available in Datasheet view, which you can use to display different records in the
form. You’ll use these now to navigate the form; then you’ll save and close the form.
To navigate, save, and close the form:
1. Click the Next Record navigation button
. The form now displays the values for the
second record in the Employer table.
2. Click the Last Record navigation button to move to the last record in the table. The
form displays the information for record 45, Lighthouse Tours.
3. Click the Previous Record navigation button
to move to record 44.
4. Click the First Record navigation button
to return to the first record in the
Employer table.
Next, you’ll save the form with the name “EmployerData” in the Seasonal database. Then
the form will be available for later use.
5. Click the Save button
on the Form View toolbar. The Save As dialog box opens.
6. In the Form Name text box, click at the end of the highlighted word “Employer,” type
Data , and then press the Enter key. Access saves the form as EmployerData in the Seasonal
database and closes the dialog box. Note, however, that the Form window title bar still dis-
plays the name “Employer”; you’ll see how to control object names in the next tutorial.
7. Click the Close button on the Form window title bar to close the form and return to the
Database window. Note that the EmployerData form is now listed in the Forms list box.
After attending a staff meeting, Zack returns with another request. He wants the same
employer list you produced earlier when you created the EmployerList query, but he’d like
the information presented in a more readable format. You’ll help Zack by creating a report.
Creating, Previewing, and Navigating a Report
A report is a formatted printout (or screen display) of the contents of one or more tables in
a database. Although you can print data appearing in tables, queries, and forms, reports
provide you with the greatest flexibility for formatting printed output. As with forms, you
can design your own reports or use a Report Wizard to create reports automatically. Like
other wizards, a Report Wizard guides you through the steps of creating a report.
Zack wants a report showing the same information contained in the EmployerList query that
you created earlier. However, he wants the data for each employer to be grouped together,
with one employer record below another, as shown in the report sketch in Figure 1-14.
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