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All Powder Board and Ski

Microsoft Access WorkbookChapter 6: Forms and ReportsJerry PostCopyright © 2007

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Form Types

Style Style Description CategoryCustomer

Last NameFirst NamePhoneAddressCity

Ski Board Style

Sale

Customer Salesperson

ItemID Description Price Quantity Value

Main

Grid

Main and

Subform

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Customer Main Form

Combo box

Record navigation

Text boxLabel

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Action

ActionStart the form wizardSelect the Customer tableTransfer all columns to the right windowUse the Columnar layoutSelect a styleEnter a name for the form

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Main Form Wizard

Select table Select/transfer fields

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Form Design View

Toolbox to add controls

Properties to control objects

Right click to open control properties

Right click to open form properties

Switch to design or display view

Field List Box

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Data Source Properties

Record Source = Customer table

Form properties Control properties

Control Source = CustomerID column

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Action

ActionSwitch Customer form to design viewAdd a label as a form titleAdd a command buttonSelect Record Operation/Delete RecordAdd a command button to insert recordsRun the form and test the buttonsView/Tab Order and verify sequenceSave the form

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Adding Command Buttons

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Initial Grid Form

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Action

ActionCreate a new form with the wizardTable: SkiBoardStyleColumns: AllSelect the Datasheet layoutTest the form

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Grid Form Wizard

Datasheet style is simpler than Tabular

Tabular style has more design options

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Action

ActionSwitch to form Design viewDelete the box for CategoryAdd a combo boxSelect the first lookup optionChoose the ProductCategory tableChoose the Category and CategoryDescription columnsSet column widthsSelect the Category columnStore value into the Category columnRename the combo boxSet the tab orderRun the form and test the combo box

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Add a Combo Box

Delete the text box

Add a combo box

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Combo Box Role

SkiBoardStyle

Style Desc Category

Downhill Ski

ProductCategory

BoardBootsClothesElectronicGlassesSki

Display

Select

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Combo Box Runtime

Click the arrow

Select the item

Chosen value is transferred to form

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Action

ActionCreate a new form with the wizardSale table, all columnsCustomer table use name, phone, and e-mail columnsEmployee table, use the nameSaleItem table, all columns except SaleIDItemModel table, use Category, ModelID, and ListPriceFinish the wizard and test the form

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Main/Subform by Sale

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Initial Sale Form

Need combo box

Fix layout and sizing

Multiply price by quantity Calculate subtotal

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Action

ActionSwitch to Design viewReplace CustomerID, EmployeeID, and

PaymentMethod with combo boxesUse the Row Source property of the combo

boxes to set a sort orderSet tab order and run the form

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Initial Sale Form Improvements

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Most of the Sale Form

Display the subtotal

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Action

ActionOpen the sub form in Design viewInsert a combo box for the SKUAdd a text box to compute Value=QuantitySold*SalePriceAdd a text box to the footer to compute the subtotal:

=Sum(QuantitySold*SalePrice)Set tab orderTest the sub form calculationsOpen the main form in Design viewAdd subtotal text box and use the expression builder to copy the

subtotal value from the subfrom subtotalTest the form

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Expression Builder to Copy Subtotal

Open the Sale form

Select the subform

Double click the subtotal control

Formula to copy the subtotal value

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Final Sale Form

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Action

ActionCreate a new report with the wizardCustomer table, use all columnsSale table, use all columnsSaleItem table, use all columnsVerify the group breaksClick the Summary Options buttonCompute totals for the QuantityFinish the wizard and switch to design view

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Customizing Form Properties

Form properties

Text box

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Action

ActionMake a copy of the Customer form.In Design View, add a header.Drag the Customer title onto the header.Set the background color of the header to yellow.

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Create the Customer Sales Report

Select all columns from the Customer, Sale, and SaleItem tables

Customer break

Sale break

SaleItem detail

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Action

ActionCreate a new report with the wizard

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Report Summary Options

Select this button to calculate subtotals easily

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Summary Options

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Initial Report

Customer break

Sale break

SaleItem detail

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Report Design

Customer break

Sale break

SaleItem detail

Value textbox properties

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Action

ActionDelete some unnecessary columnsMove items around to improve the lookAdd a text box in the Detail section called Value

to compute [QuantitySold]*[SalePrice]Set currency formatEdit the Sum calculations to be

Sum([QuantitySold]*[SalePrice]Run the form and clean up the layout

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Final Design

Page break

Correct total

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Final Report (One Page)

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Action

ActionCreate a new query to total sales by customerSave the queryCreate a new report based on the queryFor the Customer group, set the Keep Together

property to Whole GroupRun the report

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Customer Totals Without Items

SELECT Customer.CustomerID, Customer.LastName, Customer.FirstName, Customer.Phone, Customer.EMail, Sale.SaleID, Sale.SaleDate, Sale.ShipCity, Sale.ShipState, Sum([SalePrice]*[QuantitySold]) AS [Value]

FROM (Customer INNER JOIN Sale ON Customer.CustomerID = Sale.CustomerID) INNER JOIN SaleItem ON Sale.SaleID = SaleItem.SaleID

GROUP BY Customer.CustomerID, Customer.LastName, Customer.FirstName, Customer.Phone, Customer.EMail, Sale.SaleID, Sale.SaleDate, Sale.ShipCity, Sale.ShipState

ORDER BY Customer.LastName, Customer.FirstName;

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Sales Total Design

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Action

ActionCreate a simple report based on the Customer tableCreate a Sale sub-report from the Sale and SaleItem tables,

grouping it by SaleItem.Create a Rental sub-report from the Rental and RentalItem tablesOpen the Customer report in design viewDrag and drop the two sub-reports onto the Detail section of the

Customer reportUse properties of the sub-reports to set the Link Child and Link

Master Fields to CustomerIDRun the report

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Subreport: Sales and Rentals

Subreport properties

Link main customer report (master) to subreport (child)

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Subreport Display

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Action

ActionCreate a blank form in Design viewSet the properties to remove the scroll bars and

navigation buttonsAdd command buttons to open other forms (Form

Operations/Open Form) and reportsUse colors and graphics to make the form appealingRun the form and test all buttons

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Creating a Switchboard Form

Start in design view

Add command buttons

Open forms or reports

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Action

ActionChoose View/Toolbars/CustomizeOn the Toolbars tab create a new toolbarClick the Commands tabDrag the main form icon onto the toolbarAdd a Customers menu option and drag the

customer forms and reports onto itAdd the Help iconTest the toolbar

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Creating Toolbars and Menus

Create a new toolbar

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Toolbars and Menus

Drag commands onto the toolbar

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Action

ActionCreate at least three HTML help files for the All Powder forms using

an HTML editor or WordpadIf necessary, download and install the HTML Help workshopCreate a new project in the workshopAdd the HTML filesEdit the HTML files to add keywordsCreate the mapping file with a text editor and add it to the projectSet project options to build the TOC and index filesCompile and test the help fileEdit the database forms and add the help file name and ContentIDRun the form and press the F1 key to test the help files

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HTML Help

Form

Help File

AllPowder.chm

HTML Topic

HTML Topic

HTML Topic

HTML Topic

HTML Topic

HTML Topic

Properties:

Help File: AllPowder.chm

Help Context ID: 1

1 Topic A2 Topic B3 Topic C4 Topic D5 Topic E6 Topic F

compile

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HTML Help Files<Object type="application/x-oleobject" classid="clsid:1e2a7bd0-dab9-11d0-b93a-00c04fc99f9e"> <PARAM name="Keyword" value="Contents"> <PARAM name="Keyword" value="Introduction"> <PARAM name="Keyword" value="Start"> <PARAM name="Keyword" value="Management"></OBJECT><HTML><HEAD><TITLE>All Powder Board and Ski Shop</TITLE><LINK rel="stylesheet" type="text/css" href="Styles.css"></HEAD><BODY><H1>Introduction to the All Powder Board and Ski Shop</H1><TABLE><TR><TD><IMG SRC='BoardLogo1.gif' border='0'></TD><TD>All Powder Board and Ski Shop sells and rents snowboards and skis for all levels of riders and skiers.</TD></TR></TABLE><H2>The Board and Ski Shop</H2><UL><LI><A HREF=’Customers.html'>Customers</A></LI><LI><A HREF=’Sales.html'>Sales </A></LI></UL></BODY></HTML>

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Topics Map File

#define AllPowder 100

#define Customers 10000

#define Sales 20000

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Help Compiler and File

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Help File on Access Form

File name

Topic number