Microsoft Access 2010 - Introducing Forms and automation of e-mails

and backgrounds - all tax forms are one of the four objects and axes they have two advantages first they allow users to look at one record at a time second users can easily enter data into the table there are many kinds of forms such as data entry forms option group forms navigation forms adding button forms and inserting various kinds of objects in the form first we look at navigation forms navigation form is a welcome replacement from switchboard when you are creating a data base for others to use or you're using SharePoint functionality navigation forms make it easy to move from one report and/or form to another this functionality is not for tables and queries so now let's look at an example to better understand navigation forms let's say I want the user to be able to access my forms and reports very very easily and I have these bunch of forms and these bunch of reports with me but I want to show only certain forms and reports to the user so I can make use of navigation form this is what you call a navigation form I have the customer water form I can just click on customer order form and that appears here if I click on sales rep and customers will appear here so let's see how we can create this I'm just going to close this now let's go to the create tab and under forms there is something called navigation click on that drop down you'll see various kinds of formats are available such as horizontal tabs so let's say I'm just simply going to click on horizontal tabs left a form will open for you so all you need to really do is drag the forms which you would like the user to see or drag the reports which you would like user to access so I'm simply going to go to my forms menu and I'm going to drag customers from it and drop it right here where it says add new and here I have customers form similarly I'm just going to drag my navigation form and drop it at add new then let's say I'm just going to go down and click on orders report and I'm going to drag it and drop it at add new so I have these available here now let's say you want to be able to change the format and the color of this entire layout so I'm going to go to the design tab under themes there's something called themes drop-down so I'm simply going to click on it and we're seams are available here so if I click on that it's going to change its color similarly if I want to change it to that let me just close this list and [Music] so this is how you can change the color of the entire form let's say you want to be able to change the color of particular options available in the form so I'm simply going to go to the format tab and under control formatting there's something called quick Styles I'm going to click on that and I'm simply going to select something from here say one black and white so I can click on that and I can choose same color or I can press shift and do that as well so distract this here okay it's automatically picking color from there if I want to change the shape I can do that as well simply clicking on this and if I press shift and then I can automatically change the color of all the options available let it go now let me just go to the Home tab and under view I'm going to click on form view once I do that this is what it is going to look like so I can just see and here you go the entire theme has changed and you have a navigation form inside navigation form which is fine if that works for you data entry forms using a form to enter and modify data is much more attractive than simply using the table to enter data data entry form is automatically created by access once the user selects the table and clicks on form design in addition if there are any sub tables or sub data sheets attached to the table access automatically inserts that table in the form for example if customers table is linked to orders table access will automatically create an orders sub table in the customers form any changes made to the data in the form and our sub table will be reflected in the tables the opposite is also true you can also navigate from one record to another easily using the forum records can be added as well using the forum now let's say we want to create data entry forms go to the table menu and click on a table there for which you would like to create a form and then go to the create tab under forms there's something called form various options are there so just go ahead and click on the first option form and look what it tests done for you it has automatically created a form out of the table customers so I'm just going to close the sheet for a while and here you have the relevant sub table attached to it as well because if you open the customers table you'll notice that there's a sub sheet in customers table which consists of order ID and other order details of that particular customer so now we are going to go back to the customers form and each customer will have relevant order details at the bottom of the form now let's say we want to be able to make changes to customer details how can we do that go ahead and click on this view again and you will reach the layout view once you do that you can go ahead and make changes to customer details let's say I want to be able to remove all kinds of tastes one I want to be able to remove just this number one from here so I'm simply going to delete it and it will be reflected in the table and if you would like to add orders from here you can do that as well on that now let's say I want to be able to create a new customer from this table so I can do that as well I'm simply going to go to the particular icon which says new blank record so I'm simply going to click on that and this is where I can create a new customer so I I can type in the details of the customer and so on so far if there are any other IDs attached to the customer I could do that from here as well I can navigate through the records as well from the sheet if I click on this icon I'm going to reach the first customer and I can just navigate through by clicking on this arrow if I want to reach the last customer I can click on this last record I can take me to that customer so this is how we can make data entry more creative and this is better than entering details in a simple table because it's more interesting and it's easier to understand ensure that when you close it you need to save the changes now let's say you want to be able to view the table as well as the form in one view currently let's see if we want to view the customers table we'll have to go to this tab and if you want to be able to use the form for customers table we need to click to another tab you know that's not so convenient so what we're going to do here is click on the table for which you want to create this kind of form then go to the create tab and under forms click on more forms and then there's something called split form click on that as soon as you do that you have created a form out of that table as well as the table has appeared at the bottom let me distract this up to show you so this is what is known as split form split form has a single view data entry in the top portion of the farm which is here and list of records below that this is similar to the Excel split feature or arrange all feature if the user clicks on any record in the table the form will automatically contain the data for that particular record so currently this form contains data of the sales rep Jordan now if we go and click on Pearl it will automatically move to that sales reps data so we can see everything very clearly now let's just say in our sales rep form we would like to add another category which would simply tell us whether the employee has asked for leave or has not asked for leave so their two options asked for leave did not ask for leave so let's see how we can insert this in the current form go to the Home tab and click on design view once you do that the form has turned into a design view template go all the way to the bottom where it says form footer click on the form footer and from the top when this double line arrow appears drag it down all the way down yeah and stop there now under design tab under controls click on this drop down once you do that various kinds of form options are available such as option buttons radio buttons tab controls we are going to click on this particular option which is called option group click on it and then go to the place where you would like to insert this particular option so basically when we have specific choices of information that we would like to enter into a field one way of making it easy is through the series of option buttons to put which means that we are eliminating the other choices this technique is called creating an option group just like in this case we're going to create option buttons for leave where an employees would have the option of selecting whether they asked for leave or they did not ask for leave so let's go ahead and type in this dialog box request for leave and in the next cell I'm going to type in not request for leave and then I'm going to click Next do I want a particular option to be a default choice if yes then I can click on this particular radio button and then from this drop-down I can choose the default option so I'm going to keep it at not request for leave if I do not want any default choice then I can simply go ahead and click on no I do not want to default choice then I'm going to click on next and I want to assign values to these choices so request relief would be one not request for leave with zero not two and then again I'm going to click Next do I want to save it to a particular field or do I just want to save it and use it for later so I'm going to let it be the first option I'm going to click Next this is where you can specify the formatting and change it if you want it to appear in checkboxes or toggle buttons or if you want it flat raised shadowed I simply want it flat and I want it to appear as option buttons and I'm going to click Next now and finish once I do that notice it has appeared here so I'm simply going to change the name by double clicking on this place where it says frame 100 and I'm going change it to now I'm going to go back to my form view and when I go at the bottom look this option group has appeared in the form so if I click request relief it is going to update it with that so it is going to automatically update the table based on the choices I'm making now let's say you want to be able to send an email to your customers after you know that your order status is complete or rather in your orders table the status of the order has been marked as complete so let's see how we can automate this process okay so go to create under macros and code click on macro once you do that macro window would open and that a drop-down with plus sign would appear so go ahead and click on that drop-down and click on if in that if condition type in the name of the table from which you would like to specify the condition so in this case it would be orders table so either I can go ahead and start typing in order so this particular drop-down would appear to help you out so I'm simply going to click on orders and then I'm going to type in an exclamation mark and then I'm going to type in order status before I do that it has already appeared here so I'm simply going to double click on this and then an equal to sign and in inverted commas I'm going to type and complete closing word comma this specifies that it's a text if the our status is complete then we want to send an email so click on this drop down red says add new action and go to where it says email database object once you do that bunch a dialog box will open go ahead and fill out these details in the to field type in an Open bracket then type in the name of the table from where the email address would be picked so in this case it would be picked from the customers table then close bracket and then an exclamation mark and then open bracket again and type in the name of the column or the field which would be email address in this case in close bracket if you would like to see see somebody you can do that as well BCC you can type in the subject so type in honor leet then message box type in whatever message you would like to send to the customer hope you have and then go ahead and close this macro and click yes because you want to save this macro and click OK so now whenever an order is complete it is going to send an email to that customer on the email address specified by the customer now this is the last topic for Microsoft Access in this video and it is report so I'm just briefly going to introduce you to reports these are various reports that have been created in Microsoft Access so if you would like to create reports how can you do that go ahead and click on the table for which you would like to create reports then go to the create tab and under reports go ahead and click on report once you do that axis automatically creates a report out of the data from the table now let's say you want to have only particular fields in your report you don't want all the fields that are there in the table so again go ahead and click on the table and then go to the report wizard under the create tab another window would open you have the option of selecting any table any query from which you would like to create a report and then the available fields under those tables and queries so I'm simply going to select these fields and I'm going to click Next once I do that I have the option of grouping data based on how I would like it to be viewed and I also have the option of prioritizing the data once that is done then I'm going to click Next I can also specify how I would like to view it based on ascending descending and enriched order and then I'm going to click Next now in this window you can specify the layout of the report so if I want it locked or outlined or stepped portrait or landscape click Next and then click finish once you do that you have the report available go ahead and close the Print Preview and then go ahead and click the layout view you also have the option of identifying themes for the report formatting the report changing colors etc so go to the design tab once you're in layout view then under themes click on this drop-down called themes and you can change the color you can change the font you can also insert logo page numbers date and time can insert various totals some average min max on so forth you can also hide fields you can unhide them you can group and sort based on your convenience so this is how easily you can create reports in Microsoft Access hope this was useful this video was brought to you by Seattle Learning Academy a premier learning initiative by CX on math for any queries you can email us at learning at CX o matcom so to you

Channel: CXOLearningAcademy

Views: 72,319

Rating: 4.8192091 out of 5

Keywords: orms, Microsoft, Access, Tutorial, Entering Data in Table, Navigation, Creating Forms from Tables, Format, Color, Converting Tables, Radio Buttons, Providing choices in Tables, Presenting Data, Report, Using Macros, Sending Email, Automating, Tasks

Id: cRfmb0myF_g

Length: 21min 50sec (1310 seconds)

Published: Sun Jan 15 2012