Ch 12 Forms and Reports Class 10 NOTES Important Points

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Ch 12 Forms and Reports Class 10 NOTES Important Points

Ch 12 Forms and Reports Class 10 NOTES Important Points

Introduction

Data-sheet view is used to enter data into the tables which is not a user friendly interface. So it is required to develop a user friendly data entry screen for data entry operator or a user, who is not very well versed with computers.

Therefore LibreOffice Base provides the Form feature for data entry purposes.

Also, when the user wants to retrieve and view the data from one or more tables in a database using queries then Report feature of LibreOffice Base helps us to present the retrieved data in a user friendly, understandable and formatted manner.

Both reports and forms are considered as objects of the database and are present in the Database Pane of the LibreOffice Base User Interface.

Forms:

A form is an object of the database that has a user friendly interface where data can be entered. For any database, it is the front end for data entry and data modification.

A form contains field controls arranged in a presentable manner. Each field control consists of a label and the field value text box. A label is a piece of text that specifies the data that should be entered in the field value text box. A field value text box is linked to the respective field in the table.

A form may contain some additional text like titles, headings and names, graphics like logos, list boxes and radio buttons.

There are two ways to create a form:

Using a wizard
Using the Design View

Creating a Form Using a Wizard

To create a form using wizard, follow the following steps:

1. Click the Form icon on the Database Pane. Click the option Use Wizard to Create Form… on the Tasks Pane.

2. Select the table for which the form has to be created.

3. After selecting the “Table1” table, all the fields of the “Table1” table will be listed in the Available Fields list box as shown below.

4. Shift all the fields of Event table from Available Fields list box to Fields in the Form list box using >> button. (shown above)

5. The second step consists of setting up a subform, i.e. a form within a form. Since we do not want to set up any subform, click Next button.

6. This step arrange controls i.e. to set up the design of the form. In this step we arrange the label and field value text boxes as we want them to be visible on the screen.

NOTE: By default, all controls will be left aligned. A field control consists of two parts – label and the field value text box.

7. Click Next button

8. The step 6 of the wizard asks whether the form will be used for displaying data, entering data or both. After Selecting appropriate option, we click on Next button.

9. The next step is to apply styles to the form. Select the desired background colour and border type.

NOTE: By default the border of the field text value is displayed in 3D look. We can select the options No Border or Flat if required.

10. Click Next button.

11. The next step is to set the name of the form.

12. Click Finish button. The form with the first record will be displayed on the screen in a separate window.

NOTE:

By default the name of the form is same as the name of the table.
By default, the radio button with the option Work with the form is selected. If you wish to modify the form after the wizard finishes, click Modify the form option.

Forms Layout

Four layouts of Forms are given in the Wizard.

1. Columnar display with Labels on the left of the field value.

2. Columnar display with Labels on top of the field value.

3. Display as datasheet.

4. Block display with labels on top.

Form Design Window

Form Design window has two toolbars. On the left of the Form Design window is the Forms Control toolbar and at the bottom is the Records toolbar.

1. Forms Control Toolbar

This toolbar contains various controls that can be added to the form.

2. Records Toolbar

The Records toolbar contains the navigation control buttons. With the help of these we can move from one record to another record.

Modifying a Form

We can modify the form in any manner once it is created. The modification includes change the background color, font size and color of the text or even positioning of various controls in the form.

Changing the background color

Steps to change the background color of the form are:

1. Open OpenOffice Base and click on Forms icon in the Database Pane.

2. Right click on the form name and select Edit… option. A separate Form Design View will open.

3. To change the background color of the form, right click on the form and select Page Style… option from the pop up menu.

4. The Page Style dialog box will appear, where you select Area tab and choose the desired color from the palette.

5. Click on OK button. The selected color will be applied on the form.

Editing the labels

Edit the labels means to change the text or to change the formatting effects. Steps to edit the labels are given below.

1. Place the mouse pointer over the label which you want to edit.

2. Press the keyboard shortcut key Ctrl+Click to select the label.

3. Right click on the selected label and select Control Properties… option from the pop up menu.

4. The Properties: Label Field dialog box will appear. (It contains various properties of the selected label like width, height, alignment, font style and font size)

5. After making the desired changes close the Properties dialog box.

Moving a Control

Click on the control (either Label or Text box) that has to be moved. Both the label and the text box will be selected. Now, click and drag the control to move to the desired location.

NOTE: If only Label or Text box to be moved then press Ctrl key while clicking on that control.

Changing the size of the textbox control

Steps to change the size of the textbox control are:

Select the textbox and handles will appear around it.
Place the mouse pointer on any of these handles and drag them to the desired size.

Adding a Tool tip

A tool-tip is a small piece of text that is displayed when the mouse pointer is placed on a particular control. In other words we can say text that appears when the mouse pointer is placed on a particular control is called the tool-tip text or help text. Steps to add tool tip are given below:

Press Ctrl button and click on a text box where you want to add a tool tip.
Right click and select Control Properties… option. The Properties: Text Box dialog box will be displayed.
Type the required text in Help text property.
Close the dialog box.

Forms Controls Toolbar

The forms control toolbar contains various tools to add or edit controls on the form. Let us learn to use few of these tools.

Adding a calendar for the date field

Steps to add the calendar to the date field in the form are:

Select the textbox where you want to add calendar.
Right click and select Control Properties…. option.
In the Properties: Date Field dialog box, scroll down for Date Format property.
Click to open the list box and select Standard (long) format.
Scroll down to find DropDown property. (By default its value will be No) and Select Yes
Close the dialog box.

NOTE: By default, Standard (short) format will be displayed.

Adding text to the form.

Sometimes, we may need to enter titles, headings or subheadings in a form. These are called Labels. Steps to insert the title text in the form are:

Click the Label tool on the Form Controls tool box.
Click and drag the mouse to create a label field box on the form.
Double click on box to open the Properties: Label Field dialog box.
Type the title in the Label property.
Set the Font by clicking the Font button in front of the Font property. (The Character dialog box will be displayed and choose the desired font style and size and click on OK button)
Close the Properties: Label Field dialog box.

Adding a new record using a form.

After designing the form, we can insert records using the form. For this, we have to shift from “Design View” to “Form View” by clicking on Design Mode button on the Forms Controls toolbar. The Form View window appears with the first record displayed in the respective text boxes.

Steps to add a new record into the table using the form are:

Click on New Record button on the Records toolbar.
A blank form with the cursor blinking in the first text box will be displayed.
Enter the record and click on save record button.

Delete a record using a form.

To delete any record, navigate to the record by either typing the record number in the Record text box or by using the navigation buttons. Thereafter click Delete button on the Records toolbar.

NOTE: To toggle between Design view and Form view press Design Mode button on the Forms Controls toolbar.

Reports

A report is another useful feature of a database management system. Using a report we can present the data in an attractive and customized manner. We can create a report based on a table or a query or both. If a report has to be generated from multiple tables, a query should be created first and then that query can be used to generate the report.

Steps to create a report are:

Click on the Reports icon in the Database Pane.
Click Use Wizard to Create Report… option.
The Report wizard along with two other windows will be displayed. (Report Builder window and the other is Add Field dialog box)
Select the table and the corresponding fields that we want to display in our report.
Click >> button to shift all the fields from Available Fields list box to Fields in report list box.
Click on the Next button.
The next step is to label the fields. (Type the new names of the fields in the respective text boxes if required)
Click on the Next button.
The next step is to group the data based on any of the fields in the report.
The fourth step is to set the Sort options. (The radio button for Ascending is already selected. Select Descending radio button to display the records in descending order)
Click on the Next button and select the layout of the report.
Click on the Next button and type the name of the report.
Click on Finish button to display the report.

NOTE (in reference to step 11 given above)

Layout is the manner in which the labels, field values and titles will be displayed in the report. We may also choose the orientation option Landscape or Portrait in this step.

Difference between Dynamic and Static Report

When the field values in the base table or query changes, the dynamic report will also change automatically while static report will remain same, whenever, there is a change in the values of the table.

Dynamic report is by default selected.

Inserting other controls in the report

The report generated is very simple and boring. We can make report more presentable by inserting some more controls like titles, author name, date of generation of report etc.

Right click on the Report name on the LibreOffice User Interface and then select the Edit… option. The Report Builder window will open as shown below. In this window, various controls can be inserted using the Report Controls toolbar.

Inserting Titles and Headings

To insert the title of the report, follow the following steps.

Click on the Label tool available on the Report Controls toolbar.
Bring the mouse pointer on the report. Click and drag to insert the label textbox.
Double click on it to open the Properties dialog box.
Type the title text that you want to display in the Label property textbox and also set the font style and size using the Font property.
Close the Properties dialog box.

Inserting Date and Time

Steps to insert the date on which the report is generated are given below:

1. Click in the Page Header area to make it active.

2. Click Insert > Date and Time… option

3. The Date and Time dialog box will be displayed. Select the desired format for date and time format and click on OK button.

4. The date will be inserted on the top left corner of the Page Header area. We can drag it to reposition it in any place in the Page Header area.

SUMMARY

A form is an object of the database that has a user friendly interface where data can be entered and seen in an attractive and easy-to-read format.

A form contains field controls arranged in a presentable and user friendly manner.

Each field control consists of a label and the field
 value text box.

There are two ways to create a form – Using a wizard, Using the Design View 

The forms control toolbar contains various tools to add or edit controls on the form.

A report is used to present the retrieved data in an attractive and customized manner.


We can create a report based on a table or a query or both.

Important links of Class X (IT – 402)

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