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Access Tips for Forms & Reports | Microsoft Access XP

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Here are some Access tips on how to decide what kind of forms and reports you'll need in your Microsoft Access database.

Access Assistant What's on this page...
Determining the forms you'll need
Determining the reports you'd want to produce

Determining The Forms You'll Need

As explained on the Access Database page, forms are data-entry tools, another one of Access tips.

You can arrange fields from several tables on a form and easily enter data into those fields on a single screen.

For instance, a customer order form might include information from the Orders table and the Products table.

When thinking about what forms you'll need, the question is really about what actions you would want to perform.

The following list describes some actions that might require a form:

Hiring employees (and entering their information in the database).
Selling goods or services.
Making purchases.
Collecting the names and contact information for volunteers.
Keeping track of an inventory.

Access Assistant
I Can't Predict What I'll Need!

Although it's important to have effective forms, you can make changes to forms at any time fairly easily (unlike tables),
so, you don't have to know exactly what forms you want before you start.

Determining The Reports You'd Want To Produce

A report satisfies your need for information about your data.

It's usually printed (unlike tables and forms, which are usually used on-screen).

For example, you might want a report of all the people who haven't paid their memberships or accounts due, with a balance more than $1,000.00

A report is usually for the benefit of a person who doesn't have access to your computer's database.

For example, you might print a report to hand out to the board of directors to encourage them to keep you on as CEO.

You are allowed to extract data from different tables to use in one Report, perform calculations on the data (such as sum or averages).

It is presented to you with a neatly formatted end result.

The following are some things you can do with reports:

Print a list of all your personal possessions with a replacement value over $50, for insurance purpose.
Show a listing of all club members who haven't paid their dues.
Calculate and show the current depreciated value of all capital equipment.
List the commissions paid to each of your top 50 salespeople in the last quarter, compared with the company's wide average.

You can create new reports at any time: you don't have to plan them before you create your database. However, if you know you need a certain report, you might design your tables in the format that will be most effective for that report's use.
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Access XP Topics
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- Database planning
- Tips for tables
- Tips for forms
- Tips for reports