Project 4: Forms & Reports
Special Forms & Reports

Title: Jan's Illustrated Computer Literacy 101
Did you want: Working with Databases: Access 2007, 2010, 2013, 2016

At the beginning of the lessons on forms and on reports, we mentioned some special types that you are now ready to create.

Special Forms

Example: Switchboard formSwitchboard:
Switchboards are forms that let you choose one of several forms, reports, or actions. When you know what the users of your database need to do regularly, a switchboard form can present those choices handily.

Example: Dialog FormCustom Dialog:
When your form or report has several parameters, it is useful to create a form where the user can enter them all in a single place, instead of one at a time. Such a form can also remind users of important information or choices, without cluttering up the original form.

TipMost custom dialogs and message boxes are modal popup forms, meaning that the user cannot switch to another window until taking an action (make a selection, click a button, enter text, close the dialog). It is frustrating when you do not realize why you cannot do anything while such a form is open!

Where you are:
JegsWorks > Lessons > Databases

Before you start...

Project 1: Intro

Project 2: Access Basics

Project 3: Tables & Queries

Project 4: Forms & Reports
    Import/Export/LinkTo subtopics
    Designing FormsTo subtopics
    Designing ReportsTo subtopics
    Special Forms & Reports Arrow: subtopic open
    Icon: StepSwitchboard Form
    Icon: StepCustom Dialog
    Icon: StepLabel Wizard
    Icon: StepChart Wizard
    Icon: StepMultiple Columns
    Icon: StepSubforms
    Icon: StepSubreports
    ExercisesTo subtopics


Special Reports

Mailing labels:
Access provides a wizard to help you create mailing labels that will print correctly on various Avery label sheets.

Chart report:
Access provides a wizard to help you create a chart from your data. You can also use a bound or unbound object frame and select to create a Microsoft Excel Chart.

Multiple Columns:
Using two or more columns can save a lot of paper when each record only needs a small width. It can require a bit of measuring and arithmetic with the column widths, the paper width, and the margin widths to get all of the columns showing correctly. 

Print Preview: Mailing Labels

Print Preview: Chart report

Print Preview: Report with two columns


A subform is a form inside a form or report. It is used to show records that are related to the current record. For example, a Student form can use a subform to show the student's scores. You can choose different views for the subform:  single form with navigation bars; as a continuous form with a scroll bar; as a datasheet with scrollbar. A subform can be put on a tab page, just like any other control.

Form with subform as single form Form with subform in datasheet viewForm with subform on its own tab

A subreport, similarly, is a report inside a form or report. A subreport can work like a subform, to provide data that is related to the current record in the main report. A subreport can also be inserted into a report's header or footer, for example to include a chart report or a summary report.

Report with an obvious subreport Report with subreport in Detail section - not obvious that it is a subreport Print Preview: Report with subreport in report header

An obvious subreport in Detail; a subtle subreport in Detail; a chart report in Report Header