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<TITLE>Ch 6 -- Forms and Reports</TITLE>
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<H2><FONT COLOR="#000077">Microsoft® Access 97 Quick Reference</FONT></H2>
<P>
<H1 ALIGN="CENTER"><FONT COLOR="#000077">- 6 -<BR>
Forms and Reports</FONT></H1>
<P>You use <I>forms</I> mainly for inputting data and for viewing the data on-screen.
You use <I>reports</I> for printing lists and summaries of your data (including charts).
You construct forms and reports similarly.</P>
<P>The elements you add to a form or report are called <I>controls</I>. Controls
can be graphics, text labels, pictures, and other <I>static</I> elements that do
not change as you move from <I>record</I> to record; as well as <I>text boxes </I>that
do change when you move from record to record. Controls can also be used to display
or enter data, or perform and display calculations. Controls can be buttons that
perform actions; containers like <I>subforms</I> (datasheet grids of related records
to the main form); or objects that make data entry or viewing easier, such as ActiveX
calendar, spinner, and other custom controls.</P>
<P>In most instances, you add a control to a form or report by dragging a <I>field</I>
name from the Field List or by using the <I>Toolbox</I> in Form <I>Design View</I>
or in Report Design View. You place each control on a <I>section</I> within a form
or report. Depending on the section, the control will be seen once, on every page,
every time a <I>group</I> changes, or for every record.
<H2><FONT COLOR="#000077"><B>Chart: Axes Modify</B></FONT></H2>
<P>On the horizontal(X) or vertical(Y) <I>axis</I>, you can change the scaling (minimum
and maximum numbers) and values where tick marks appear. You can also format fonts
and numbers on the axes, and determine the patterns you want for the lines.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> In <I>Design View</I> of a <I>report</I> or <I>form</I>, double-click
the <I>chart</I> to open Microsoft Graph.
<P>
<DD><B>2.</B> Right-click one of the axes and choose F<U>o</U>rmat Axis.
<P>
<DD><B>3.</B> Change the weight, style, and color of the axis line or style of tick
marks by choosing the Patterns tab and making your selections. Change the maximum
or minimum numbers or location of tick marks on the value axis by choosing the Scale
tab. Change the format of the labels on the axes by choosing the Font and Number
tabs. Align the labels up and down or diagonally on the axis by choosing the <I>Alignment</I>
tab and making the appropriate changes. Choose OK when finished.
</DL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>CAUTION:</B></FONT><B> </B>When you are selecting objects
in a chart, be careful which object you select and then right-click. Since the objects
are so close together, you may need to click more than once to get the correct object
selected. If you have problems selecting the correct object, you can also use the
Chart Objects drop-down button on the toolbar.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Chart: Colors Display</B></FONT></H2>
<P>You can change the colors or patterns that appear for each bar or line series
on your chart. You can make an individual series stand out more than usual by using
Access's default color.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> In Design View of a report or form, double-click the chart to open
Microsoft Graph.
<P>
<DD><B>2.</B> Select bar or line series or a pie slice: To select an entire data
series, click any point in the series; to select an individual point in the series,
click the data point twice (not a double-click); to change all data points for all
series, click outside the chart to select the entire chart.
<P>
<DD><B>3.</B> Right-click the selected <I>object</I> and choose the format option.
<P>
<DD><B>4.</B> Make choices for the Border, Area, or Markers on the Patterns tab.
Choose OK.
</DL>
<H2><FONT COLOR="#000077"><B>Chart: Create</B></FONT></H2>
<P>Charts enable you to present data in graphical form. When you create a chart,
the data used to create the chart is automatically linked to the chart. When the
data changes, the chart is updated to reflect those changes. Access provides many
features for creating and formatting charts. The <I>Chart Wizard</I> leads you step-by-step
through the process. You can change chart types, add elements to a chart (such as
titles or legends), and format chart elements (such as numbers, fonts, and styles).</P>
<P>You can launch the Chart Wizard from the <I>Database window</I> by selecting the
New button from the Forms tab or the Reports tab. In the <I>Design View</I> of a
<I>report</I> or <I>form</I>, you can also launch the Chart Wizard by selecting <U>I</U>nsert,
C<U>h</U>art and dragging the mouse pointer to draw the area where you want the chart
to be placed.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>CAUTION:</B></FONT><B> </B>Try not to add too many data
points to your chart. It can be confusing to read. Be especially careful if you plan
on turning your chart into a slide or overhead. Too many items on the page will be
difficult to see at a distance.
<HR>
</BLOCKQUOTE>
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> From the Reports or Forms tab of the Database window, click the <U>N</U>ew
button. Select the <I>table</I> or <I>query</I> source for the data from the drop-down
button and double-click Chart Wizard.
<P>
<DD><B>2.</B> On the next two steps of the Chart Wizard, choose the fields to be
charted and the chart type and choose the <U>N</U>ext <I>command button</I> after
completing each step of the wizard.
<P>
<DD><B>3.</B> The Chart Wizard then enables you to choose the layout for your chart.
To change the location of what will be graphed, you can drag the name of a <I>field</I>
to the Data box (value axis), the Axis box (category axis), or to the Series box.
<P>
<DD><B>4.</B> Double-click a number field in the Data box and choose whether you
want to sum, average, count, or find the maximum or minimum of each value.
<P>
<DD><B>5.</B> Double-click a date field in the Axis box to determine how you want
to <I>group</I> dates (years, months, and so on) and if you want to select specific
data. Choose <U>N</U>ext.
<P>
<DD><B>6.</B> On the last (finish flag) step of the Chart Wizard, give the chart
a title, decide whether you want a legend and whether you want to go to Design View.
Choose <U>F</U>inish.
</DL>
<H2><FONT COLOR="#000077"><B>Chart: Data Labels</B></FONT></H2>
<P>You can attach labels to data points on your <I>chart</I>. This can help the viewer
interpret the data in a chart more easily. Data<I> labels</I> can represent the value
for that data point or the category axis label associated with the data point. You
can attach data labels to individual data points, a single data series, or all data
points in a chart.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>CAUTION:</B></FONT><B> </B>Only attach labels to charts
with small numbers of data points or attach labels to only some of the points. Otherwise,
your chart will become too crowded and difficult to read.
<HR>
</BLOCKQUOTE>
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> In <I>Design View</I> of a <I>report</I> or <I>form</I>, double-click
the chart to open Microsoft Graph.
<P>
<DD><B>2.</B> Select the data point(s) to which you want to add labels: to select
an entire data series, click any point in the series; to select an individual point
in the series, click the data point twice (not a double-click); to insert labels
on all data points for all series, click outside the chart to select the entire chart.
<P>
<DD><B>3.</B> Right-click the selection and choose F<U>o</U>rmat Data Series (or
Point) or Chart <U>O</U>ptions choice on the shortcut menu. Then click the Data Labels
tab in the <I>dialog box</I>.
<P>
<DD><B>4.</B> Select the Data Labels option you want to use, such as Show <U>V</U>alue,
Show <U>P</U>ercent, or Show <U>L</U>abel. (Depending on the chart type, some options
might not be available.) Choose the <U>N</U>one option if you want to remove existing
data labels. Click OK.
</DL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> If you want to format the font or number
of the data labels, right-click a label and choose F<U>o</U>rmat Data Labels.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Chart: Data Source Change</B></FONT></H2>
<P>In some cases, you might want to change the source for the data for the chart.
Maybe you copied the <I>form</I> or <I>report</I> and want to use the same chart
type and setup but not the same <I>data source</I>. Or perhaps you need to change
your <I>criteria</I> when using <I>Chart Wizard</I>.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>CAUTION:</B></FONT> If you change the name of your table,
your charts, forms, queries, and reports no longer work for data used from the table.
Try to develop a good naming convention so you wont have to change table and field
names midway through your database design.
<HR>
</BLOCKQUOTE>
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> From a Report or Query <I>Design View</I>, right-click the chart <I>object</I>
(you are not in Microsoft Graph) and choose <U>P</U>roperties if the <I>Property</I>
sheet is not visible.
<P>
<DD><B>2.</B> In the Row Source property, use the drop-down arrow to choose an existing
<I>table</I> or <I>query</I> or click the build (...) button to enter the <I>SQL</I>
Statement: Query <I>Builder</I>.
<P>
<DD><B>3.</B> Choose fields from the <I>field</I> lists, add criteria and expressions,
and change the Total choices (Sum, Avg, Count, and so on) as desired.
<P>
<DD><B>4.</B> Click the SQL window's close button and choose <U>Y</U>es to save the
changes you made.
</DL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>The SQL query builder window is
the same as a normal query window. You can use the same procedures mentioned in the
Queries and Filters and Calculations parts of this book.
<HR>
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