Class - VIII
Chapter - 3
Forms, Queries and Reports
Entering, Updating and Extracting Information
You must have already understood that the purpose of storing data in a database is to produce it in the form of information. reports and queries can be generated from the input data. In this section, you will learn how to enter data using Forms, generate Reports and Queries, in a practical and step-by-step manner.
Creating a Form
It is not very convenient to enter data directly in field in a spreadsheet format. You can create Forms so that data can be entered conveniently in a formatted manner.
To Create a Form to enter data
1. Select a Table from the navigation pane for which you want to create a Form.
2. Click on the Create tab.
3. Click on the Form button.
4. You will see an entry Form opened in front of you.
Creating a Simple Query
After you store data in Tables, you can quickly view the selective data with the help of Queries.
Selecting the Table for the Query
First you are required to select the Table from which you want to generate the Query.
To create a Query from a Table
1. Click on the Create tab.
2. Click on the Query Design button.
3. The show Table dialog box opens. select the Table from which you want to extract the information. click on the Close button when done.
Adding the Criteria to the Query
You can add a certain criteria so that only those records, which meet the specified criteria, are displayed.
* Place the cursor in the field for which you want to set the criteria and type the condition for which you want to obtain the results.
Saving the Query
Now, save the query so that it can be executed later.
1. Click on the Close button of the Query window. you will be prompted to save your Query with a name in save As box.
2. Enter a name for the Query.
3. click on the OK button.
Creating Reports
Reports are method of presenting and printing information in a formatted and organized manner, using the table or the Query as its source.
To create a basic report
1. Select the table/query from which you want to create a report.
2. Click on Create tab and Report button.
Changing the main Report
1. Select the Report heading by clicking on it.
2. Change the text as required.
Changing the Field Heading
1. Click on the report heading to select it.
2. Type a new name for it.
Apply the Themes
Auto Format button allows you to select an attractive layout many readymade available layouts.
1. Click on the Themes button.
2. The style gallery opens displaying the various types of ready to apply themes to your Report. Click on the style which you want to apply.
Inserting the Logo
AutoFormat button allows you to select an attractive layout from many readymade available layouts.
1. Click on the Design tab.
2. Click on the Logo button.
3. The Insert Picture Dialog box opens. select the picture file and clcik on the OK button.
Saving the Report
1. Click on the Close button of the Report window. you will be prompted to save your report with a name in Save As box.
2. Enter a name for the report and click on the OK button.
WORSHEETS
Worksheet 1 Multiple Choice Questions (MCQs.) Tick the correct answer.
1. We can generate Reports and Queries from:
a. Tables
b. Form
c. Auto Format data
d. Cells
2. Which Tab do you need to click to create the Form?
a. Home
b. Create
c. External data
d. Database Tools
3. Where are the previous, first, next and last record buttons located?
a. Title bar
b. Menu bar
c. Navigation bar
d. Show table Window
4. What are the screens used for displaying data and entering/updating data in tables known as?
a. Tables
b. Forms
c. Reports
d. Queries
5. What is a small graphical representation of an organization or theme?
a. Logo
b. Form
c. Design'
d. Button'
6. Which button allows us to select an attractive layout from many readymade available layouts?
a. Design
b. Navigation
c. Auto Format
d. Form button
Worksheet 2 Write True and False against the statements.
1. You set the criteria for a Query so that only those records which meet the criteria are displayed.
2. If you want to add all the fields of the table in your Query, double click on the Asterisks(*) displayed with the table fields in the query grid.
3. you can specify a criteria for a report.
4. The Themes button contains various types of styles and layout which can be applied to the Report which has been generated, it cannot be customized.
5. Once a Report has been generated, it cannot be customized.
Worksheet 3 Select the suitable words and fill in the blanks
Create Form Navigation bar Criteria Report Query
1. Using a ___________data can be entered more conveniently and in a user-friendly manner.
2. Below the Form, you will see the __________ to go to previous, next, first or last record.
3 When you run the Query, only those records, which match the ___________mentioned, will be displayed.
4. To generate a basic Report, click on the ___________tab and click on the __________ button.
5. To generate a Query, click on the Create tab and click on the _______________ button.
Worksheet 4 Answer in one Words/Sentence.
1. What helps us to retrieve the required information in a quick and formatted manner?
2. From where can we generate Reports and queries?
3. Which Tab and option will you use to create a form in Microsoft Access?
4. What is the use of navigation bar?
5. What helps us to quickly view the selective data?
6. What is Criteria for a Query?
7. What is the use of Themes option in creating reports?