A form is an input screen that serves as a graphical interface for storing,
changing, and viewing data. It provides an easy way to interact with data, reducing the risk of errors.
Advantages of Using Forms
Forms make it easy to store data in one or more tables, reducing the complexity and risk of errors associated with inserting data directly into tables.
Components of a Form
A form typically consists of graphical elements such as:
- Textboxes
- Labels
- Buttons
Types of Forms in MS-Access
MS-Access allows users to create the following types of forms:
1. Columnar Form: Displays one record at a time, with each field on a
separate line. A text box is displayed for each field, along with a label displaying the field name. 2. A Tabular Form : in MS-Access displays multiple records at once. Each record is displayed on a single line in a Tabular Form. Field names are displayed as labels in a Tabular Form. Text boxes are used for each field in each record in a Tabular Form. The last line (row) is used to enter a new record in a Tabular Form. 3. A Data Sheet Form: in MS-Access displays multiple records at once. Data is displayed in a Data Sheet View in a Data Sheet Form. Each record is displayed on a single line in a Data Sheet Form. Field names are displayed at the top of each column in a Data Sheet Form. 4. A Justify: Form in MS-Access displays one record at a time. Text boxes are used for each field in a Justify Form. Field names are displayed on labels in a Justify Form. Fields are justified according to the window size of the form in a Justify Form. 5. A Pivot Table Form: in MS-Access allows users to add fields by dragging them. A Pivot Table Form is used to create a summary of data and its relationships. 6. A Pivot Chart Form in MS-Access is another type of form that utilizes drag and drop fields. This form analyzes data in a graphical format and displays a chart or graph based on the values of the required fields.
There are several methods to create a form in MS-Access. One of the ways is by using the Form Wizard. To create a form using the wizard, follow these steps:
1. In the Main Data window, double-click "Create Form by Using Wizard".
2. The Form Wizard will appear on the screen.
3. "Select the desired table or query from the list of tables or queries to be used in the form."
4. "Now, select the required field from the list of available fields and click Next."
5. "Select a style from the list of available styles and click Next."
6. In the title text box, enter the name of the form.
7. Select the option to open the form for use.
8. Click the "Finish" button. Your form is now ready.
Creating a Form through Design View
A form can be created through Design View:
Here are the steps:
1. Click on "New" in the Standard Toolbar of the Main Database window.
2. The "New Form" dialog box will appear. Click on "Design View." 3. In the list of tables below, select the table you want to use and click "OK."
4. The Design View main window will appear with a toolbar and a field list.
5. Drag the fields you want to use in the form from the field list to the Design View main window.
6. Once all the fields are in the form, save the form name.
7. To apply a format to the form, click on "Auto Format" in the Standard
Toolbar.
8. The "Auto Format" dialog box will appear. Select a format from the list.
9. Click "OK."
10. To change the form properties, click on the "Properties" button in the Standard Toolbar.
11. The form is now ready. Close it by clicking on the "Close" button.
Creating a Form of Two Tables:
Often, we need to store data in more than one table. MS Access allows us to create a single form that combines data from two tables. This way, we can access data from both the master table and the child table in a single form. This makes it easier to enter, modify, delete, and search data in two tables.
Steps to Create a Form of Two Tables:
1. In the main database window, click on "Forms" in the list of objects.
2. Click on "Create Form by Using Wizard" in the main database window.
3. Select the master table from the list of tables or queries.
4. Select the fields from the master table that you want to include in the form.
5. Select the child table from the list of tables or queries.
6. Select the fields from the child table that you want to include in the form.
7. Click "Next". A dialogue box will appear.
8. In this dialogue box, you will be asked to specify the table based on which the form will be created. Typically, we select the master table and click "Next".
9. Select the layout for the form from the list of available layouts and click "Next".
10. Select the style for the form from the list of available styles and click "Next".
11. Enter the name of the form and subform in the title text box. Click the "Finish" button
12. The form of two tables will appear on the screen.
This form will have two parts: the main form, which typically displays fields from the master table, and the sub form, which typically displays fields from the child table.
To enter a new record, click on the "New Record" button. The fields in both forms will be blank. Type in the data and click the "Enter" button. Now, close the form and open both tables to verify that the data has been entered in both tables.
Reports:
"A summarized and printable format of data is called a Report."
Through reports, we can present the data in our database in various ways. This is called the output of our data. Reports are used within the database as output to view on the screen or to obtain a hard copy.
The data in our database can be presented in various ways, such as arranging it in a specific order or summarizing it. For example, we can arrange sales data for a company by day, month, year, product, and area, and then print it out.
The main purpose of reports is to make informed decisions based on the
information obtained from them. For instance, a sales report by area can help us easily decide which areas require more effort to increase sales and which areas require special consideration. MS-Access also provides us with the facility to present data in an attractive way using graphs and charts, which can be included in reports to make them more useful.
Difference in form and report
Form: Report:
1. The primary purpose of a form is to 1. A report only displays data.
enter data into a table. 2. A report can be viewed on the 2. A form is displayed on the screen, screen and its print can also be but it cannot be printed directly. obtained. 3. A form can be used to delete and 3. A report cannot be used to delete modify existing data. or modify data. 4. A form presents data in a uniform 4. A report presents data in and organized manner. various formats.
Creating a Report
MS-Access provides us with two methods to create a report:
Creating Report by Using Wizard
To create a report using the wizard, follow these steps:
1. In the Main Data window, click on "Reports" in the list of Objects.
2. In the Main Data window, click on "Create Report by Using Wizard."
3. Now, select the table or query that you want to use in the report from the list of Tables/Queries.
4. Then, select the fields that you want to include in the report from the list of Available Fields. If you want to retrieve data from more than one table in the report, select the second table and include the required fields.
5. After selecting the required fields, click on the "Next" button.
6. Set the grouping level to group records.
7. Click "Next." 8. Type or select a name from the drop-down list in the text box to sort the fields.
9. Click the "Descending" or "Ascending" button to choose the order in which
you want to view the report.
10. If you want to perform any calculations on the fields in the report, such as summing up the data or finding the average, click on the "Summary Option" and then click the "OK" button.
11. Select the desired layout for the report from the list of layouts.
12. Set the report's orientation by selecting the option and clicking the "Next" button.
13. Select the style for the report from the list of styles and click the "Next" button.
14. Enter the name of the report in the title text box.
15. Choose the option to view the report or design it.
16. Click the "Finish" button. The report will now be created.
Creating a Report through Design View
Here are the steps to create a report through Design View:
1. In the main database window, click on "Report" in the list of objects.
2. In the standard toolbar of the main database window, click on "New."
3. The "New Report" dialog box will appear.
4. Select "Design View" from the list.
5. Select the table to be used in the report from the table list and click the "OK" button.
6. The report design main window will appear with a toolbar and field list.
7. Drag the fields from the field list to the report's main window. 8. To make the report more attractive, click on the "Auto Format" button in the toolbar.
9. In the "Auto Format" dialog box, select a style and click the "OK" button.
10. To provide data in the report, click on the "Grouping" or "Sorting" button in the standard toolbar.
11. After making the necessary changes, save the report. Your report is now ready.
Short Answers:
What is a Form?
A form is an input screen and a graphical interface that allows us to store data easily.
Types of Forms:
1. Columnar Form (Table Form)
2. Pivot Chart Form
3. Data Sheet Form
4. Justify Form
5. Pivot Table Form
Ways to Prepare a Form:
1. Creating Forms Using Design View
2. Creating Forms through the Wizard
What is a Report?
A report presents data in a summarized state or in different ways, allowing us
to make informed decisions.
Objectives of Preparing a Report:
The main purpose of a report is to make the right decision based on the information obtained from it.
Ways to Generate a Report:
1. Generating a Report using Design View
2. Generating a Report through the Wizard
Difference between Form and Report:
A form is an input screen for storing data, while a report presents data in a summarized state or in different ways.
Columnar Form:
This form displays one record at a time, with each field on a separate line.
Justify Form:
This form displays one record at a time, with a text box for each field and its corresponding label.
What is a Pivot Chart Form?
A pivot chart form analyzes data in a graphical format and displays a chart or graph based on the values of the required fields.
What is the Navigation Bar Used For?
The navigation bar is used to view various records in a form and to insert new records.
Reports:
Types of Reports:
1. Columnar Report: Displays one record at a time, with each field on a
separate line.
2. Tabular Report: Capable of displaying multiple records at a time.
3. Chart Report: Displays data in the form of graphs and charts.
4. Data Sheet Report: Displays data in a spreadsheet format.
5. Justify Report: Displays one record at a time, with a text box for each field and its corresponding label.
Report Components
1. Report Header: Text that appears at the top of each page of the report.
2. Page Header: Text that appears at the top of each page of the report, below the report header.
3. Detail: The most important part of the report, containing a complete
description of the report and displaying data obtained from the database.
4. Report Footer: Text that appears at the bottom of each page of the report.
Form Layouts:
1. Columnar Form: Displays data in a columnar format.
2. Tabular Form: Displays data in a tabular format.
3. Data Sheet Form: Displays data in a spreadsheet format.
4. Justify Form: Displays data in a justified format.
Methods of Form Making:
1. By Design View: Creating a form using the design view feature.
2. Through the Wizard: Creating a form using the wizard feature.
There are four types of reports:
1. Columnar Report
2. Tabular Report
3. Data Sheet Report
4. Justified Report
MCQS : 1. What is used to present data in different styles?
a) Form
b) Report
c) Table
Correct answer: b) Report
1. What is the output of a database?
a) Table
b) Attribute
c) Report
Correct answer: c) Report
1. Through which option can data be updated or deleted?
a) Query
b) Form
c) Report
Correct answer: b) Form
1. Which option can be displayed on screen and printed as well?
a) Form
b) Report
c) Table
Correct answer: b) Report
1. Which option presents data only in one format?
a) View
b) Query c) Form
Correct answer: c) Form
1. Which option only shows data?
a) Query
b) Object
c) Report
Correct answer: c) Report
1. What is a graphical interface?
a) Database
b) Table
c) Form
Correct answer: c) Form
1. Which option can only be displayed on screen and cannot be printed?
a) Field
b) Table
c) Form
Correct answer: c) Form
1. What is an input screen?
a) Form
b) Report
c) Table
Correct answer: a) Form
1. In which option is data arranged in the form of groups?
