Access 2013 Chapter 4: Creating And Using Forms And Reports

Access 2013 Chapter 4 Creating And Using Forms And Reports Last

Access 2013 Chapter 4 Creating and Using Forms and Reports Last Updated: 2/27/15 Page 1 USING MICROSOFT ACCESS 2013 Independent Project 4-6 Independent Project 4-6 Courtyard Medical Plaza wants to add a form and a report to its database. To ensure consistency, the starting file is provided for you. Create a blank form and modify the form in Layout view. Edit properties to restrict the form to data entry and add buttons. Next, create a report using the Report Wizard.

In Layout view, modify the layout, add sorting, and add conditional formatting. Finally, preview the results. Skills Covered in This Project ï‚· Create a form using the Form tool. ï‚· Edit a form in Layout view. ï‚· Add the current date to a form. ï‚· Move fields within the control layout. ï‚· Restrict a form to data entry. ï‚· Test the functionality of a form. ï‚· Create a report using the Report Wizard. ï‚· Edit a report in Layout view. ï‚· Add grouping and sorting to a report. ï‚· Add totals to a report. ï‚· Add conditional formatting to a report. ï‚· Preview a report. 1. Open the CourtyardMedicalPlaza-04.accdb start file.

2. The file will be renamed automatically to include your name. Change the project file name if directed to do so by your instructor, and save it. 3. If prompted, enable content in the database.

4. Create a form using the Blank Form button. a. Add all the fields from the Physicians table to the form. b. Close the field list. c. Save the form as AddNewPhysician.

5. Edit the form in Layout view, add a new column and new rows to the control layout, and modify their size. a. Move the Specialty label and text box to appear above the Office label and text box. b. Add two rows below the Tenant Since row. c. Add one column to the right side of the layout. d. Adjust the width of the columns so that all three are of similar size. e. Adjust the height of the last row. Make the height approximately twice as high as any other row. 6. Add command buttons, a title, and the date to the form. a. Add a button into the bottom row of the left-most column to save a record [Record Operations Category]. b. Change the wording to Save Physician Record. c. Name the button AddPhysicianFormSaveButton. d. Add a second button into the bottom row of the middle column to add a new record [Record Operations Category]. e. Change the wording to Add New Physician. f. Name the button AddPhysicianFormAddButton. g. Add a third button into the bottom row of the right-most column to close the form [Form Operations Category]. h. Use the existing wording for the button. i. Name the button AddPhysicianFormCloseButton. j. Add a title to the form. Enter Add New Physician for the title. k. Add the date to the form. Use the DD-Mon-YY format. Deselect the Include Time check box so that only the date is added. l. Adjust the size and placement of the title and date to look similar to Figure 4-145. m. Save the changes to the form. The revised form should look similar to Figure 4-145. 7. Restrict the form to data entry. a. In the form properties, select Yes in the Data Entry property box. b. Verify that Yes is selected in the Allow Additions property box. Recall that when both the Data Entry and Allow Additions properties are set to yes, the values in the Allow Deletions and Allow Edits properties do not have an impact. c. Save the form. d. Switch to Form view. Verify that icons available in the Navigation bar allow you only to add records and not edit or delete existing records. e. Close the form. 8. Create a report using the Report Wizard. a. Launch the Report Wizard. b. Add all the fields from the RentInvoices table in the following order: InvoiceID, FKDoctorID, InvoiceDate, Description, DueDate, DateReceived, AmountDue, and Discount. c. On the second page of the Report Wizard, accept the suggested grouping by FKDoctorID. d. On the sort order and summary page of the Report Wizard, add summary options to display the Sum of the AmountDue field. Select the Detail and Summary radio button for the Show option. e. Choose a stepped layout and Landscape orientation. f. Accept the suggested title. g. Click the Finish button. The preview of the report should look similar to Figure 4-146. Don’t worry if some of your fields display the ### signs indicating that the column width is too narrow. You resize the columns in step 9. The wording for the summary line was automatically added using the totals created by the Wizard. h. Close Print Preview. 9. Edit the report using Layout view. a. Decrease the width of the FKDoctorID column. b. Move the InvoiceID label and text box to the left by selecting both of them and using the left arrow key. Access 2013 Chapter 4 Creating and Using Forms and Reports Last Updated: 2/27/15 Page 3 USING MICROSOFT ACCESS 2013 Independent Project 4-6 c. Move the remaining fields and adjust the column widths as needed so that your report matches the report in Figure 4-147. d. Adjust the width of the text boxes that display the totals so that they are large enough to display the values. e. Save the report. f. Switch to Report view. The report should look similar to Figure 4-147. g. Switch back to Layout view. 10. In the Group, Sort, and Total pane, add an oldest to newest sort on the Invoice Date field. 11. Add conditional formatting to the report so that any Discount values that are greater than or equal to $20 display in a bold, green font. 12. Save your changes. 13. View the report in Print Preview. a. Adjust the zoom to One Page. The report should look similar to Figure 4-148. b. Close Print Preview. 14. Save and close the database. 15. Upload and save your project file. 16. Submit project for grading.

Sample Paper For Above instruction

This paper demonstrates the process of creating and customizing forms and reports in Microsoft Access 2013, aligning with the specifications outlined by Courtyard Medical Plaza. The goal is to build user-friendly data entry forms and comprehensive reports that facilitate effective data management and analysis.

First, the process involves opening the provided starting database file labeled CourtyardMedicalPlaza-04.accdb. The file is then renamed to include the user’s name to ensure personalized assignment handling. After enabling content to allow full functionality, a blank form is created using the Form tool, incorporating all fields from the Physicians table. This comprehensive form simplifies data entry for medical staff, reducing errors and increasing efficiency. The form is subsequently saved under the name AddNewPhysician for easy identification.

Next, the form is transitioned into Layout view for design customization. In this view, the layout is modified by adding a new column and rows, which are then resized to create a balanced and intuitive interface. An important adjustment involves reordering labels and text boxes; specifically, moving the Specialty label and text box above the Office section. These layout changes improve the form’s readability and usability. Additionally, two new rows are added below the Tenant Since row to accommodate more data. One column is added to the right side, and all columns are adjusted to be of similar width, ensuring a cohesive appearance. The height of the last row is increased to roughly double the other rows, making space for additional information or controls.

Further enhancements include adding command buttons for operational functionality. Three buttons are inserted into the bottom row of the form, each assigned specific roles: saving a record, adding a new record, and closing the form. The buttons are labeled accordingly—“Save Physician Record,” “Add New Physician,” and “Close”—and are named systematically for easy reference within the database code. These buttons are essential for streamlining user interaction, enabling quick data management tasks. The form also receives a descriptive title, “Add New Physician,” and a date control is added in the DD-Mon-YY format, with the Include Time checkbox deselected to display only the date.

To restrict the form to data entry only, its properties are modified by setting the Data Entry property to Yes and verifying that Allow Additions is also enabled. These settings restrict users from editing or deleting existing records, suitable for data collection scenarios where only new entries are required. Once implemented, the form is tested in Form view to confirm that only adding records is possible, with editing and deletion options disabled. The form is then closed to prepare for report creation.

The report creation process begins with launching the Report Wizard. All fields from the RentInvoices table are selected in a specified order to structure the report logically. The wizard is set to group data by FKDoctorID, and totals are added for the AmountDue field, displaying the sum at appropriate levels. The report layout is chosen as stepped and orientation as landscape. After finishing the wizard, the generated report is modified in Layout view—adjusting column widths, moving labels, and ensuring consistency with the initial sample. The FKDoctorID column width is reduced, and the InvoiceID label and text box are moved to align with the revised layout.

Further, the report is sorted by the Invoice Date from oldest to newest. Conditional formatting is applied to highlight discounts greater than or equal to $20, displaying these figures in bold green font. These enhancements improve the readability and visual impact of the report. The report is then previewed in Print Preview mode, zoomed to fit one page for review, and finally saved and closed, completing the report creation process.

In conclusion, this project combines form creation and report design techniques to facilitate efficient data entry and reporting within Microsoft Access 2013. Proper implementation of layout modifications, property settings, sorting, and conditional formatting ensures that the database is user-friendly and provides valuable insights, supporting the operational needs of Courtyard Medical Plaza.

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