Microsoft Access 2002
Tutorial 4 – Creating Forms and Reports
New Perspectives on Microsoft Access 2002 Tutorial 4 1
Create a form using the Form Wizard
• You can create a form from scratch or you can create a
form using the Form Wizard.
• The Form Wizard will lead you through a series of choices
to help you develop the form based on a table or a query.
• You will need to select the type of layout you want for
your form, the style of the form, and a name for the form.
• After you have selected the table or query on which the
form will be based, you will select which field(s) will be
used on the form.
New Perspectives on Microsoft Access 2002 Tutorial 4 2
Open the Form Wizard dialog box
To open the Form Wizard, click Forms in the Object Bar of the
Database Window, click the New button, and then click Form Wizard.
This figure shows the first Form
Wizard Dialog Box. In this dialog
box you select a table or query on
which to base the form.
You then choose
which fields you
want to include
on the form.
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Use Form Wizard to
choose a form layout
The second Form Wizard dialog box Click an option button
allows you to choose a form layout. to select a layout type.
This panel shows a
sample of the layout
type you have selected.
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Use Form Wizard to select
a style for the form
The third Form Wizard dialog box allows you Click on a style to select it.
to select a pre-formatted style for your form.
View a sample of the
selected style here.
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The final Form Wizard dialog box
In the final Form Wizard dialog box,
you specify a name for your form.
You can elect to open the
form to view data, or to
modify the form’s design.
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Change a form's AutoFormat
• You may want to change the appearance of a form
after it has been created with the Form Wizard.
• Clicking on the AutoFormat button and then make
• Click the button beside each format to view a
sample of that particular format.
• Once you have decided on a format, click OK.
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A completed form created
with the Form Wizard
To change the form’s appearance, click the AutoFormat button.
New Perspectives on Microsoft Access 2002 Tutorial 4 8
The AutoFormat dialog box
See a sample of your selection.
Click an AutoFormat name
in the formats window.
Select or deselect attributes
using the check boxes.
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Find data using a form
• You can navigate through all the records in a form, but you
may want to find a particular record more quickly.
• The Find command allows you to specify the record you
want to see and then will navigate directly to that record.
• To use the Find command:
– Place your cursor in the form on the field for which you want to
– Press the Find button and enter the value you are looking for
• The form will display the record(s) that match your Find
New Perspectives on Microsoft Access 2002 Tutorial 4 10
Setting up a Find operation
Position the cursor
in the EmployerID
field, and click the
Enter the search
Choose your search
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Using wildcard characters in a Find
You can enter an exact match for a Find, or you can use any of the wildcard
characters shown in the figure if you want a range of values or if you do not
know the entire value you are looking for.
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Preview and print
selected form records
• Access allows you to print your forms.
• Each printout page will contain as many records as
can fit on a page.
• You can specify how many records you want to
– You can print just one record
– You can print a range of records
– You can print all the records
New Perspectives on Microsoft Access 2002 Tutorial 4 13
The Print Preview window shows how
form records would look when printed
If you choose to print all
the records, they will be
printed down the page as
shown in this figure.
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Maintain table data using a form
• Not only can you view your data in a form, you
can also make modifications to the data right in
• 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.
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A form in editing mode
This figure shows a form in editing mode, meaning that changes are being made to
the data on the form. When you edit data in a form, it updates the underlying table
as soon as you move to another record.
It is important that the
database location is available
throughout the time you are
working with the database.
For example, if the database
is stored on a diskette, the
diskette must be in the drive
at all times.
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Add and Delete records in Form view
• In addition to making changes to a record in the
form, you can also delete an entire record.
– The deletion is made immediately and you will not be
able to recover that record once it is deleted
– Always approach deletions of any kind with caution
• Records can be added using a form as well. To
add a record:
– Click the New Record button on the form view toolbar
– A blank form will appear. Enter the new data values for
the new record
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Check the spelling of
table data using a form
• You can use the Spelling feature of Access to check the
spelling of the data in your table.
• The Spelling feature will look for any words that are not in
the Access dictionary.
• The Spelling feature works exactly like the Spelling
feature of other Microsoft applications.
• It is possible to change the way the Spelling feature works
by changing its options in the Options dialog box.
– For example, you can choose another language for the Spelling feature
– You can also add words to the dictionary in the Options dialog box.
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The Spelling dialog box
When the spelling feature locates a word that The word that is potentially
is not in its dictionary, it will display a dialog in error is displayed here.
box that looks like the figure below.
Choose an alternate word
or ignore the word.
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Spelling dialog box options
• Notice that the misspelled word is displayed in the top text
box and some suggestions appear below the word. You
– Select one of the suggestions
– Type your own change into the misspelled word box
– Chose to ignore the word
– Add the word to the dictionary
• If you press the Change button, the suggested or selected
text will be placed in the document.
• If there is a word you use on a regular basis, consider
pressing the Add button to add that word to the dictionary.
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Create a form with a
main form and a subform
• You can create a form with a subform on two
tables that have an established relationship.
• When the relationship between the tables is a one-
to-many relationship, the main form will consist of
data from the primary table and the subform will
consist of data from the related table.
• By selecting two related tables in the Form
Wizard, you can produce a form with a subform.
• The form with subform is a great way to display
data for tables that have a one-to-many
New Perspectives on Microsoft Access 2002 Tutorial 4 21
Form Wizard Form/Subform
Tables or queries used Main form fields Subform fields
for the form and are shown here. are shown here.
subform display here.
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Form and subform data
• Notice in the following figure that the main form
contains information about the employer whose ID
• The data in the subform are positions that this
particular employer has available.
• Also notice that you have two sets of navigation
buttons. You can navigate the data for either form.
– The outer navigation buttons apply to the main form
– The inner navigation buttons apply to the subform
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An example of a Form with subform
The main form The subform.
in the title bar.
The main form.
The main form
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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
• 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.
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Grouping report data
You 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.
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Sorting report data
• You can sort the data on a particular field or on
• 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
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The Report Wizard Sort dialog box
You can sort on You can choose ascending or descending
multiple fields. Click order for each sort field you select.
the list arrow for each
list box to select the
fields to be used as
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Choose a report layout
Report Wizard will ask you to select Click an option button for one of
the layout of the report. the layout styles, and a sample
appears in the pane on the left.
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.
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Insert a picture in a report
• You can insert a picture into a report to improve
• 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.
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Insert a picture
• The picture you insert must be created before you
try to insert the picture.
• Be sure you know where the picture is located on
your disk before you begin to insert the picture. To
insert the picture:
– 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
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Moving a picture in a report
This 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.
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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
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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
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