MS Access: Reports and Macros

Creating and Using Forms

• A form is a database object used to enter, change, delete, and display data in a database.
• Access can create six basic types of forms.
• Forms can contain lines, color, images, check boxes, buttons, and other features called controls.
• There are three types of forms: plain form, split form (shows datasheet and form at the same time), and multiple-item form (shows multiple records at the same time).

Creating a Basic Form

• To create a basic form, select the table or query, and then click Form on the Create tab.

Creating a Split Form

• To create a split form, select the table or query, click More Forms on the Create tab, and then click Split form.

Creating a Multiple Items Form

• To create a multiple items form, select the table or query, click More Forms on the Create tab, and then click Multiple Items.

Macros

• A macro is a structured definition of one or more actions that Access performs in response to a defined event.
• Macros can open and execute queries, open tables, print or view reports, and run other macros or Visual Basic procedures.
• Data macros can be attached directly to table events, such as inserting new records, editing existing records, or deleting records.

Modules

• A module is an object in desktop databases containing custom procedures coded using Visual Basic.
• Modules provide a more discrete flow of actions and allow trapping errors.

Finding and Filtering Data

• The Find command allows you to quickly locate data in a long database.
• A Filter is a simpler form of a query, primarily used to quickly view a subset of records while using a form or datasheet.
• There are four types of filters: Filter by Form, Filter by Selection, Filter by Excluding Selection, and Advanced Filter/Sort.

Finding Data by Using Find and Replace

• You can find data in one field or in all fields.
• To find data using one field, click any row in the table, click Find on the Home tab, and select the data type.

Saving the Table

• You can save a table in three ways: clicking the Save button on the Quick Access Toolbar, right-clicking on the Table tab, or using the Save dialog box.

Closing the Table

• You can close a table by right-clicking on the table tab and selecting Close.

Creating a Table from the Layout View

• This is the easiest way to construct a table: click the Create tab, click Table, and select fields from the Fields tab.

Components of the Access Window

• The Record Selector displays the current record number and allows navigation to other records.
• The Navigation Pane shows a list of all available database objects.
• The Status Bar displays information about the current object or view.
• View Buttons allow switching between Datasheet View, Pivot Table View, Pivot Chart View, and Design View.
• The Ribbon is the panel at the top of the document, containing six tabs: Home, Create, External Data, Database Tools, Fields, and Table.