Ethiopian TVET System

Training, Teaching and Learning Material

Ethiopian TVET-System

INFORMATION TECHNOLOGY
SUPPORT SERVICE
Level II

LEARNING GUIDE # 2
Unit of Competence: Operate Database Application
Module Title: Operating Database Application
LG Code: ICT ITS2 LO2 02
TTLM Code: ICT ITS2 TTLM 0511

LO 3: Customize Basic Settings

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Introduction Learning Guide # 2

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics –

 Customizing data access page layout and settings

This guide will also assist you to attain the learning outcome stated in the cover page. Specifically,
upon completion of this Learning Guide, you will be able to –

 Open and View different toolbars

 Adjust page layout to meet user requirements
 Format font as appropriate for the purpose of the database entries

Learning Activities
1. Read the specific objectives of this Learning Guide.
2. Read the information written in the “Information Sheets 1”.
3. Accomplish the “Self-check” in page.
4. If you earned a satisfactory evaluation proceed to “Operation Sheet” in page 20. However, if your
rating is unsatisfactory, see your teacher for further instructions or go back to Learning Activity #.
5. Read the “Operation Sheet” and try to understand the procedures discussed.
6. You can use your working PC to simulate your activity.
7. Do the “LAP test” in page (if you are ready) and show your output to your teacher. Your teacher will
evaluate your output either satisfactory or unsatisfactory. If unsatisfactory, your teacher shall advice
you on additional work. But if satisfactory you can proceed to Learning Guide 3.

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Information Sheet-1Customizing data access page layout and settings

Before proceeding to creating a data access page or a form, it is important to understand the
different tools that you can use in setting up and modifying your data access pages.

The most important tools/controls can be found in the Toolbox. This can be dragged
anywhere you want to place it on your screen.

These are the following tools in the Toolbox.

Select objects Control Wizards

Label Textbox

Option Group Toggle Button

Option Button Check Box

Combo Box List Box

Command Button Image

Unbound Object Frame Bound Object Frame

Page Break Tab Control

Sub Report/Sub Form Line

Rectangle More Controls

Types of controls in Access

Microsoft Access includes the following types of controls, which are all accessible through the
toolbox in Design view of a form, report, or data access page: text box, label, option group, option
button, check box, list box, command button, tab control, image control, line, rectangle, and ActiveX
custom controls. You can also add a Microsoft Office PivotTable list, an Office Chart, or an Office
Spreadsheet to a form, report, or data access page.

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Forms and reports have these additional controls: toggle button, combo box, bound object
frame, unbound object frame, and page break. You can also add a subform or subreport to a form or
report. Data access pages also include the drop-down list box, hyperlinks, scrolling text, and the
PivotTable list, spreadsheet, and chart components.

Controls are objects onan a form, report, or data access page that display data, perform
actions, or are used for decoration. For example, you can use a text box on a form, report, or data
access page to display data, a command button on a form to open another form or report, or a line or
rectangle to separate and group controls to make them more readable.

All the information on a form or report is contained in controls. On data access pages, information is
contained in controls in the same way as it is on forms and reports. However, information can also be
typed directly on the data access page.

Controls that you can use to display, enter, filter, or organize data in Access

 Text boxes. You use text boxes on a form, report, or data access page to display data from a
record source. This type of text box is called a bound text box because it's bound to data in a
field. Text boxes can also be unbound. For example, you can create an unbound text box to
display the results of a calculation or to accept input from a user. Data in an unbound text box
isn't stored anywhere.

 Labels.You use labels on a form, report, or data access page to display descriptive text such
as titles, captions, or brief instructions. Labels don't display values from fields or expressions;
they're always unbound and they don't change as you move from record to record.

A label can be attached to another control. When you create a text box, for example, it has an
attached label that displays a caption for that text box. This label appears as a column heading
in the Datasheet view of a form. When you create a label by using the Label tool, the label
stands on its own— it isn't attached to any other control. You use stand-alone labels for
information such as the title of a form, report, or data access page, or for other descriptive text.
Stand-alone labels don't appear in Datasheet view.

 List boxes, combo boxes and drop-down list boxes. In many cases, it's quicker and easier
to select a value from a list than to remember a value to type. A list of choices also helps to
ensure that the value that's entered in a field is correct. If you have enough room on your form
or data access page to display the list at all times, you might want to use a list box. When you
want to create a control that displays a list but requires less room, use a combo box if you are
working in a form, or use a drop-down list box if you are working in a data access page.

List boxesThe list in a list box consists of rows of data. In a form, a list box can have one or
more columns, which can appear with or without headings. If a multiple-column list box is
bound, Access stores the values from one of the columns. In a data access page, a list box
has one column without a heading.

When you click a value in a list box...

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...if the list box is bound, Access inserts the value selected into the field that the list box is
bound to. If the bound column is different from the column displayed in the list, Access inserts
the value from the bound column instead of the value you clicked.

This is the underlying record source that the form is bound to.

You can use an unbound list box to store a value that you can use with another control. For
example, you could use an unbound list box to limit the values in another list box or in a
custom dialog box. You could also use an unbound list box to find a record based on the value
you select in the list box.

Combo boxes A combo box is like a text box and a list box combined, so it requires less
room. You can type new values in it, as well as select values from a list. The list in a combo
box consists of rows of data. Rows can have one or more columns, which can appear with or
without headings.

Type text directly into a combo box...

...or click the arrow...

...to see a list of values to choose from.

When you enter text or select a value in a bound combo box, the entered or selected value is
inserted into the field that the combo box is bound to. If a multiple-column combo box is bound,
Access stores only the value from the bound column. You can use an unbound combo box to
store a value that you can use with another control. For example, you could use an unbound
combo box to limit the values in another combo box or in a custom dialog box. You could also
use an unbound combo box to find a record based on the value you select in the combo box.

Drop-down list boxesOn a data access page, you can use a drop-down list box instead of a
list box. A drop-down list box on a data access page looks like a combo box on a form. As in a
combo box, a drop-down list box shows only one record until you click to expand the contents;
however, you can't type new values in a drop-down list box. The list in a drop-down list box
consists of rows of data. Rows can have only one column that appears without headings.

Click the arrow...

...to see a list of values to choose from.

When you select a value in a drop-down list box that is bound to a field, the selected value is
inserted into that field. You can also use an unbound drop-down list box to store a value that
you can use with another control. For example, you could use an unbound drop-down list box
to limit the values in another drop-down list box. You could also use an unbound drop-down list
box to find a record based on the value you select in the drop-down list box.

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 Command buttons provide you with a way of performing action(s) by simply clicking them.
When you choose the button, it not only carries out the appropriate action, it also looks as if it's
being pushed in and released.

What are command buttons?

You use a command button on a form or data access page to start an action or a set of
actions. For example, you can create a command button that opens another form. To make a
command button do something on a form, you write a macro or event procedure and attach it
to the button's OnClick property. On a data access page, you can attach code written in either
Microsoft JScript or Microsoft Visual Basic Scripting Edition (VBScript) to a command button by
using the Microsoft Script Editor.

You can display text or a picture on a command button in a form; you can display only text on
a command button in a data access page.

Creating command buttons

You can create a command button on your own, or you can have Microsoft Access create your
command button for you by using a wizard. A wizard speeds up the process of creating a
command button because it does all the basic work for you. When you use a wizard, Access
prompts you for information and then creates the command button based on your answers. By
using the wizard, you can create more than 30 different types of command buttons. You can
create command buttons to:

 Dial a phone number.

 Run a query or macro.
 Run or quit an application.
 Edit or apply a filter.
 Print or mail a report.
 Print the current record.
 Update form data.
 Find a specific record.

It's also a good idea to use the Command Button Wizard if you want to learn how to write event
procedures. When Access creates a command button in a form or report with a wizard, it
creates an event procedure and attaches it to the button. You can open the event procedure to
see how it works and modify it to fit your needs. When you create a command button on a data
access page with a wizard, Access doesn't create event procedures for you.

Wizards are not available in a stand-alone data access page or when you point a data access
page to a database other than the one currently open. The Command Button Wizard is also
not available if a data access page isn't bound to a table or query. You will have to create a
command button on your own if wizards aren't available.

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 Check box. You can use a check box on a form, report, or data access page as a stand-alone
control to display a Yes/No value from an underlying table, query, or SQL statement. For
example, the check box in the following illustration is bound to the Discontinued field in the
Products table. The data type of the Discontinued field is Yes/No. If the box contains a check
mark, the value is Yes; if it doesn't, the value is No.

This stand-alone check box is bound to the Discontinued field in the Products table.

When you select or clear a check box that's bound to a Yes/No field in a Microsoft Access
database or a Bit column in an Access project, Access displays the value in the underlying
table according to the field's Format property (Yes/No, True/False, or On/Off). In an Access
project, the option button is bound to a column defined as a Bit data type. When the value in
this column is 1, it is equivalent to Yes, On, or True conditions. When the value is 0, the
column indicates No, Off, or False conditions.

You can use check boxes in an option group to display values to choose from.

 Option Buttons.You can use an option button on a form, report, or data access page as a
stand-alone control to display a Yes/No value from an underlying record source. For example,
the option button in the following illustration is bound to the Discontinued field in the Products
table of a database. The data type of the Discontinued field is Yes/No. If the option button is
selected, the value is Yes; if not, the value is No.

This stand-alone option button is bound to the Discontinued field in the Products table. The
value in the field is Yes.

When you select or clear an option button that's bound to a Yes/No field in a Microsoft Access
database, the value in the underlying table displays according to the field's Format property
(Yes/No, True/False, or On/Off). In a Microsoft Access project, the option button is bound to a
column defined as a Bit data type. When the value in this column is 1, it is equivalent to Yes,
On, or True conditions. When the value is 0, the column indicates No, Off, or False
conditions. You can also use option buttons in an option group to display values to choose
from.

 Option groups.You can use an option group on a form, report, or data access page to display
a limited set of alternatives. An option group makes selecting a value easy because you can
just click the value that you want. Only one option in an option group can be selected at a time.
If you want to present more than a few options, use a list box, a combo box, or a drop-down list
box instead of an option group.

In a form or report, an option group consists of a group frame as well as a set of check boxes,
option buttons, or toggle buttons. In a data access page, an option group consists of a group
frame and a set of option buttons.

Label

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The option group is the frame that surrounds the controls inside it.

Option buttons

Only one option in an option group can be selected at a time.

If an option group is bound to a field, only the group frame itself is bound— not the check
boxes, toggle buttons, or option buttons inside the frame. Because the ControlSource
property of the group frame is set to the field that the option group is bound to, you don't set
the ControlSource property for each control in the option group. Instead, you set the
OptionValue (form or report) or the Value (data access page) property of each check box,
toggle button, or option button. In a form or report, set the control property to a number that's
meaningful for the field the group frame is bound to. In a data access page, set the control
property to either a number or any text that's meaningful for the field the group frame is bound
to. When you select an option in an option group, Access sets the value of the field to which
the option group is bound to the value of the selected option's OptionValue or Value property.

OptionValue property set to 1; when you click this button, Access sets the value of the Ship
Via option group to 1 and stores this number in the underlying table.

OptionValue property set to 2

OptionValue property set to 3

Notes

 The OptionValue or Value property is set to a number because the value of an option
group can only be a number, not text. Access stores this number in the underlying table. In
this example, if you want to display the name of the shipper instead of a number in the
Orders table in an Access database, you can create a separate table called Shippers that
stores shipper names, and then make the ShipVia field in the Orders table a Lookup field
that looks up data in the Shippers table.
 In a form or report, an option group can also be set to an expression.

 Toggle buttons. You can use a toggle button on a form as a stand-alone control to display a
Yes/No value from an underlying record source. For example, the toggle button in the
following illustration is bound to the Discontinued field in the Products table of a database. The
data type of the Discontinued field is Yes/No. When the button is pressed in, the value in the
Products table is Yes. When the button isn't pressed in, the value in the Products table is No.

This stand-alone toggle button is bound to the Discontinued field in the Products table. The
button is pressed in, so the value in the field is Yes.

When you click a toggle button that's bound to a Yes/No field in a Microsoft Access database,
the value in the underlying table displays according to the field's Format property (Yes/No,
True/False, or On/Off). In an Access project, the option button is bound to a column defined

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as a Bit data type. When the value in this column is 1, it is equivalent to Yes, On or True
conditions. When the value is 0, the column indicates No, Off, or False conditions.

Toggle buttons are most useful when used in an option group with other buttons. In an option
group, you can easily tell whether a button is pressed in.

Also, you can use pictures on toggle buttons instead of text. For example, instead of displaying
the word "Discontinued" on the toggle button in the first example, you could display a picture of
a trash can.

 Tabbed pages on forms.You can use a tab control to present several pages of information as
a single set. This is especially useful when you're working with many controls that can be
sorted into two or more categories. For example, you might use a tab control on an Employees
form to separate employment history and personal information.

Information about employment history is displayed on this page.

Personal information, such as home address and phone number, is displayed on this page.

Additional controls that you can use on data access pages

 Bound Span Control.You can store HTML code in a field in a table, and when the data
access page displays the values in that field, the HTML code performs the actions that you
specified. You can accomplish this by binding the bound span control to a Text or Memo field
in a Microsoft Access database or a text, ntext, varchar, or any other column that can store text
in a Microsoft Access project. The contents of a bound span control are not editable.

For example, if a value in a field is <font color=red>red Text</font> and you set the
DataFormatAs property to HTML, you will see red text when you view the data access page in
Page view. If the DataFormatAs property is set to Text, then <font color=red>red
Text</font> is the value displayed in the control. The default value of the DataFormatAs
property is Text.

If the HTML text is lengthy, bind the bound span control to a field with the Memo data type
(Access database), or the text or ntext data type (Access project).

Notes

 You can make the bound span control the default control for a grouped data access page.
Set the DefaultControlType property of the data access page to Bound Span.
 You can use a bound span control to display calculations and data on a grouped data
access page. In Microsoft Internet Explorer 5.01 with Service Pack 2 (SP2) or later, bound
span controls load faster than other controls, and hence improve the performance of the
page.
 The bound HTML control in Access 2000 has been replaced by the bound span control in
Access 2002 and later. Bound HTML controls on pages created using Access 2000 will

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automatically convert to bound span controls when you open the page in Access 2002 or
later.

Security Use bound span controls or hyperlink controls with caution. Unauthorized users may
be able to insert harmful HTML text into these controls. Processing this text without validation
or modification could result in the loss of personal information or other data. To prevent the
HTML text contained in a control from being rendered, encode the contents of the control.

 Hyperlink control.Use the Hyperlink control when each record in the underlying record source
has a different hyperlink address. You bind the hyperlink control to a Text field that contains
hyperlink values, such as e-mail addresses.

As you move from record to record in Page view or Microsoft Internet Explorer, you can click
the hyperlink to either go to a different Web page or open a mail program to send an e-mail
message.

Security Use bound span controls or hyperlink controls with caution. Unauthorized users may
be able to insert harmful HTML text into these controls. Processing this text without validation
or modification could result in the loss of personal information or other data. To prevent the
HTML text contained in a control from being rendered, encode the contents of the control.

 Image hyperlink control.Use the image hyperlink control to add an image to a data access
page that, when clicked, displays another Web page from your hard drive, the Web, or another
location. When you create an image hyperlink control, you select the image to display on the
page and the address of the file to jump to. In Page view, as the pointer passes over the
image, the pointer changes to a hand, indicating that the image is a link that you can click to go
to another page. You can also define ScreenTips and alternate text for the image.

The image hyperlink control is useful for providing links to information that relates to data on
your data access page.

 Scrolling Tex Control.Use a scrolling text control, often called a marquee, on a data access
page to display moving text or text that scrolls. Scrolling text draws attention to a line of text,
such as a headline or an important announcement. You display text that is contained in a field
of your database by binding the scrolling text control to the field. You can customize scrolling
text by setting options such as direction of travel, speed, and type of motion.

The text does not scroll in Design view. To see the scrolling text, you have to open the page
that contains the control in Page view or in Microsoft Internet Explorer.

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Customize a data access page in Design view

Add data

Add fields using the field list

The field list for a data access page displays all fields you can choose from in the database to
add to the page. When you use the field list (field list: A window that lists all the fields in the
underlying record source or database object, except in data access page Design view. In data access
page Design view, it lists all the record sources and their fields in the underlying database.)to add
data to your data access page,

Microsoft Access automatically creates controls (control: A graphical user interface object,
such as a text box, check box, scroll bar, or command button, that lets users control the program. You
use controls to display data or choices, perform an action, or make the user interface easier to
read.)that are bound to the fields you add, just like it does with the form and report field list.

Calculate a value

If you want to do complex calculations using spreadsheet functions, use the Microsoft Office
Spreadsheet Component. For all other calculations, you can use the bound span control (bound
span control: A control that is used on a data access page to bind HTML code to a Text or Memo field
in an Access database or to a text, ntext, or varchar column in an Access project. You cannot edit the
contents of a bound span control.).

Calculate a total or other aggregate values

Use the AutoSum feature to calculate aggregate values on a data access page. For numeric
values, you can choose from Sum, Average, Min, Max, Count, StDev, and Any. For text, date, and
time values, you can choose from Min, Max, Count, and Any.

Customize the appearance of a page

Customize a record navigation toolbar

You can show or hide buttons on the record navigation toolbar, change the image that is
displayed on a navigation button, or make a control— such as a text box or bound span
control (bound span control: A control that is used on a data access page to bind HTML code to a
Text or Memo field in an Access database or to a text, ntext, or varchar column in an Access project.
You cannot edit the contents of a bound span control.) work like a navigation button.

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Customize an expand control

You can change the picture that is displayed on an expand control (expand control: A control
on a data access page that, when clicked, expands or collapses a grouped record to display or hide
its detail records.), or make a text box or bound span control (bound span control: A control that is
used on a data access page to bind HTML code to a Text or Memo field in an Access database or to
a text, ntext, or varchar column in an Access project. You cannot edit the contents of a bound span
control.)work like an expand control.

Apply, change, or remove a theme

A theme is a set of unified design elements and color schemes for bullets, fonts, horizontal
lines, background images, and other data access page elements. A theme helps you easily create
professional and well-designed data access pages.

You can apply a theme to a page that does not have a theme, change the current theme, or
remove a theme. Before applying a theme, you can preview a sample page that uses the theme.

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Self - Check 1 Customizing data access page layout and settings

Name: ______________________________________ Date: ________________________________________

Time started: _______________________________ Time finished: _______________________________

Directions: Answer all the questions listed below.

1. Give at least 10 common controls or tools that can be found in the control toolbox. Explain the use

of each. (20 pts.)

2. What are the 3 ways to customize the appearance of the pages? Explain the purpose of each.

(6 pts. )

3. What are the 3 ways to add data on the pages? Explain the purpose of each. (6 pts.)

Note: Satisfactory rating - 25 points, Unsatisfactory - below 25 points

You can ask you teacher for the copy of the correct answer

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Operation Sheet-1Customizing data access page layout and settings

On learning outcome 1, you have created your first data access page. This session
would help your customize your data access page layout and settings.

Let’s try to modify it a bit.To change the title, highlight the title T_StudentsList
then change it with Students List with Course. Then on the Header:
T_StudentsList-Course,click on it then chooseGroup Level Properties.

On the property box, change the DataPageSize to 5. This would allow you to view
5 groups of courses in a page.

The next thing that you will do is to change the theme of your page. To do that,
click on the Format on the menu above then click on theme. Choose among the list of
pre-set themes available then click ok.

Click Ctrl + S to save then close the Data Access Page that you have just created.
You have just customized you data access page. Try exploring it some more.

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To open the pages that you have modified, just double-click on the data access
page file that you have created and it would resemble like this.

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Lap Test 1 Customizing data access page layout and settings

Name: ______________________________________ Date: ________________________________________

Time started: _______________________________ Time finished: _______________________________

Instructions: You are required to perform the following:

1. Usingthe Data Access Page that you have created, modify the following settings.

a. Change the Title of the Page with Students Information.

b. Change the DataPageSize of the studCourse to 3 so it would allow you to

display 3 group of courses per page.

c. Change the theme of your page to any desired theme.

d. Save your modification then close it.

Note: Call the attention of your trainer when you’re done

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