Transcript Practical Literacy 2e Ch. 18.ppt

Chapter 18
Finalizing a Database
1
What’s Inside and on the CD?
• In this chapter, you’ll learn how to manipulate a database
to:
–
–
–
–
Create forms
Generate reports
Print reports
Convert reports into Web pages
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How do I create a form using a
Wizard?
• Data can be displayed as a form
• A form allows you to view one record at a time
• Form Wizard helps you design a form which can be
edited on-screen
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How do I create a form using a
Wizard?
• Form Wizard – Which fields do you want on your form?
– Usually, you will want to add all fields - Click
button
to add all fields
– To add individual fields, select each and click
button
– Remove individual fields by clicking
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buttons.
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How do I create a form using a
Wizard?
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How do I create a form using a
Wizard?
• Form Wizard – What layout would you like for your form?
– You can experiment with layouts to see how they
affect different types of data
– Columnar places label next to field and lists fields in
columns
– Tabular puts field label at top of a column
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How do I create a form using a
Wizard?
• Form Wizard – Step 2 Cont’d.
– Datasheet layout resembles a spreadsheet
– Justified layout displays fields across screen in rows
with label above each field
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How do I create a form using a
Wizard?
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How do I create a form using a
Wizard?
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How do I create a form using a
Wizard?
• Form Wizard –What style would you like?
– Form style determines font, font color, and
background for form
– Choose an appropriate style
– Preview area is useful for selecting a style
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How do I create a form using a
Wizard?
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How do I create a form using a
Wizard?
• Form Wizard – What title do you want for your form?
– After you enter a title, the Form Wizard closes, first
record is displayed
– Now you can use form to view, edit, or add records to
table
– Use navigation controls to move from one record to
next and to add new records
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How do I create a form using a
Wizard?
– Form is automatically saved
– Changes you make automatically update table
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How do I create a form using a
Wizard?
• To modify a form and layout, you must switch to Design
View
• To move a label and the associated data field:
– move the pointer over the label until it changes to
a four-headed arrow shape
– drag label and data field to new location
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How do I create a report using a
Wizard?
• Create a report to print your data
• To create a report you specify which fields to include
• Reports often include totals and subtotals and detailed
information
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How do I create a report using a
Wizard?
• Report Wizard – Which fields do you want on your
report?
– Click
button to add individual fields
– Click
button to add all fields
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How do I create a report using a
Wizard?
• Report Wizard – Do you want to add grouping levels?
– Grouping level sorts records according to entries in
group field
– You might group a list of products by manufacturer,
then group by item number
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How do I create a report using a
Wizard?
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How do I create a report using a
Wizard?
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How do I create a report using a
Wizard?
• Report Wizard – What sort order and summary
information do you want for detail records?
– sort within a group by clicking the down arrow button
– select field to sort
– select Ascending or Descending button to change sort
order
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How do I create a report using a
Wizard?
• Report Wizard – How would you like to lay out your
report?
– Select an option button in the Layout section
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How do I create a report using a
Wizard?
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How do I create a report using a
Wizard?
• Report Wizard – What style would you like?
– Select the style that seems most suitable for your
report
– The preview area to the left of the list of styles is
useful for selecting a report style
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How do I create a report using a
Wizard?
• Report Wizard – What title do you want for your report
– type name of report
– Report is automatically saved
– Report is displayed when you click Finish
– Use scroll bars to view any pages not showing
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How do I create a report using a
Wizard?
• Modify report layout at any time:
– Right-click report name
– Click Design View from shortcut menu
– Use options on the Report Design Tools tabs
– Use sizing handles to resize objects on report
– To move object
• Position pointer over object until it changes to a
four-headed arrow
• Drag to new location
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How do I print a report?
• Contents of report are automatically updated to reflect
database contents each time you display or print report
• The printed report is a snapshot
• Include date and time report was printed to help
determine if data is current
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How do I print a report?
• To add date or time as header:
– Right-click report name in the Navigation Pane
– Click Design View on the shortcut menu
– Click the Date & Time button in the Design tab
– Select the date and time formats
– Click the OK button
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How do I print a report?
• Move date and time fields to any location:
– Select both fields by holding down Shift key while
clicking each field
– Move pointer over edge of fields until pointer changes
to a four-headed arrow
– Drag to desired location on report
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How do I print a report?
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How do I print a report?
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How do I save a report as a Web
page?
• A report can be posted on the Web in HTML format
• Be sure to select HTML Documents
• Use a Web browser to preview the report
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How do I save a report as a Web
page?
• As you make changes to database, posted Web page
will reflect old data
• Open report periodically and export it again as Web
page
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How do I save a report as a Web
page?
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