Questions

1. What are the (Form types) provided by the Ms Access and how is each type

used?

2. What is the difference between the data retrieved by the form and the stored

elements in (Form Design)?

3. What are the ways for creating a form and what is the difference between each

of them?

4. Mention the importance of dealing with (Form Sections)

5. Illustrate that Switching between the ways of (Form View) has its importance at

the stage of designing?

6. Does navigating across records affect the data of tables?

7. In what way are adding and deleting records considered updating for the tables'

data?

8. What is the importance of dealing with the calculated values in forms?

9. Define the concept of the main and sub forms?

Exercises

1. Create a form whose source records are (Employee Table, Projects) using

the design view, and then display this form in (form View – datasheet).

2. Insert a (mathematical expression) to know the (Employee Salary) in every

project then modify in creating (Employee – Project) table if there is a need

for that.

3. Create a form to display (Employees names) and the projects where

everyone works in.

Chapter Eight Reports

A report is considered an effective way to retrieve your data in a printed format.

Because of your control over the size and the appearance of everything in the report,

you can display the information in the way you like. You can create different types

of reports in a quick way using wizards. We can we use "labels wizard" to create

"label cards", we can use report wizard to create a standard report and we can use

also columnar or tabular wizard to create columnar or tabular wizard. The wizard

sets questions and creates reports depending on your answers; then you can

customize the report in the way you like in (Design View). You can also create

reports "using (Design View).

Types of reports:

You can determine the types of reports as follows:

1. Label cards Reports

2. Standard Reports

3. Columnar and Tabular Reports

Reports properties :

1. Most reports are bound to table(s) in the database. The report record source

points to the fields existed in the primary tables and queries.

2. The report does not need to include all the fields from the table(s) or the queries

that the table depends on.

3. The bound report gets its own data from the primary record source.

4. Other information about the report is stored, such as the report title, date and page

number in (Report Design), as previously studied in the forms.

From the previous figure, we deduce the following:

1. The report title and the columns heads are stored in (Report Design).

2. Date comes from a stored expression in (Report Design).

3. Data come from fields in the table or query.

4. Totals come from the stored expressions in (Report Design).

Notice that you can create a link between the report and its own record source

using graphic entities that are called (Control Tools). They can be

Textboxes that display names, numbers, and decorated lines that arrange data and

make the report more attractive.

Creating a report:

There are a variety of ways to create reports:

1- Creating reports using the wizard.

The wizard will ask you some questions and creates a report according to your

answers. Then you can customize the reports in the way you like.

Exercise:

Steps:

Select (Reports) and click (New) as in the following figure:

 The window ( New) appears as follows:

Select (Report Wizard) and highlight (Employee Table) as a record source for

t he report and then press Ok. Notice the appearance of the following figure :

Click on ">>" to insert all the fields or the button ">" to select the fields you

want to insert in the selected field box. Then press (next) so the following

figure appears:

Click (Next) so the following figure appears:

Click (Next) notice the appearance of the following figure :

Decide if you want (Ascending order) for fields, press "finish" so the report appears

as follow:

2- Creating reports using (Design View)

Exercise:

Use (Design) to create a report that depends on (Employee Table).

Steps:

1- Select (Reports) and click (New) as before.

2 From (New Report), select (Design View) and click Ok, so the report appears in

(Design View) as in the following figure:

Notice the appearance of (field list) of [an employee table]. Highlight the first field

and click shift and select the last field from the list so as to select all fields. Insert the

fields to [Detail Section] as in the following figure.

From (View) select [Print Preview] to display the report as in the following

figure :

The Report appears in [Print Preview]as in the following figure:

Make improvements in text boxes and their titles in (Design View) so the final

figure appears in (Print Preview] as follows:

Ways of Reports display:

You noticed as before that, we can use two ways to display the report and to

navigate between them you can select (View) as follows:

	(1)From toolbar(Report Design),select one of the two ways ( Design view- Print Preview)
	(2) From ( View Menu ) select ( Design View or Print Preview)

The following figure shows the different ways for the (Report View) , this is

according to the ways of (View).

Report Sections:

Report sections look like working with (Form Sections). The report is

distinguished from the form because of the existence of their own sections. By using

the report sections, you can arrange data as categories'. For example, you can display

projects names and the employees working in them. You can also calculate the

number of the working hours in the project for each employee and the total of the

working hours in all the projects.

- So far, we deduce that the report includes the following sections:

1. Page Header and Footer

2. Report Header and Footer

3. Custom Section

Exercise:

To display (Page Header) and (Footer) and (Report Header) and ( Footer) do the

following steps:

From (View Menu) activate icons of (Page Header and Footer) and (Report Header

and Footer) as in the following figure:

Exercise to display the section customized for the report.

S teps:

In (Design View) from the toolbar "Report Design" click the symbol .

(Sorting and groups) So the following figure appears:

Select (Field Expression) to sort data then select either

(Ascending or Descending). So the following figure appears.

Select "Yes" in front of both (Header and Footer) of (Custom Group) so the

report appears as in the following figure:

Notice that in (Custom Group), data will be arranged in the field of (Employee

Name) in an (ascending) way.

Exercise:

Use (Custom Section) for the report to display the employee's name and his projects.

Steps:

Create a query that links the tables of (Employee) and (Employee- Project) as

in the following figure:

Save the Query as (Employee _Project).

Create a report whose source recordes is the query (Employee Project) as in

the following figure

Insert the field queries for the section of the report (Details).

Create a customized section for the (Employee Name) in an ascending way

including (Header and Footer) for the group.

Drag the name of the (employee name )for the section of

( Header  Employee  Name) as in the following figure:

 Display the report in (Print Preview), so the following figure appears: