☰ Contents · Computing

Forms and reports

Lessons 30–31 · 2 lessons · N. I. Taylaqov (general editor), A. B. Akhmedov, M. D. Pardayeva, A. A. Abdug‘aniyev, U. M. Mirsanov. Informatics and Information Technologies, Grade 10, 1st edition. “Extremum-Press”, Tashkent, 2017
30

Using forms to create and edit a database in MS Access

Textbook: pp. 67–70
GoalCreates a form from a table, views, adds and edits records through the form, and prepares a report for printing.
New words
form: a window for entering and viewing one record at a time · formareport: a printable layout of data that cannot be edited · hisobotForm Wizard: a step-by-step helper that builds a form · Form WizardPrint Preview: shows how the page will look on paper · Print Preview
Explanation

Large table rows are awkward to work with, so a form is used for entering and viewing data: it shows one record field by field. The quick way: select the table and press Create – Form; for more control, in Form Wizard you choose the fields, layout and name. At the bottom of the form are navigation buttons (first, previous, next, last, new record) and a counter such as “3 of 8”; a value entered or changed in the form is written to the table at once. A report (Create – Report or Report Wizard) is meant for putting data on paper: it can group and sort but values cannot be edited in it. Before printing, look at the page in Print Preview and print only the pages you need, and do not hand personal data to strangers.

Worked examples
The Students table has 8 records. The bottom of the form shows “3 of 8”: the third record is open. If the “New record” button is pressed, an empty form opens and the counter shows “9 of 9”; after it is filled, the table has 9 records.
In a report grouped by classes 10A and 10B, 5 rows appear for 10A and 3 for 10B, 8 rows in all. A mark cannot be changed in a report; to fix a mistake, the table or the form is opened.
Class activity

“Form and report”: a pair makes a form and a report from its own table, changes one record in the form and checks that the change shows in the report.

Practice
1
On which tab is the button for quickly creating a form from a table?
2
The table has 11 records and the form shows “4 of 11”. How many records are still ahead?
3
Can a value be edited in a report? Which object is meant for editing?
4
Why does data entered in a form not need separate saving?