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Chapter7:DatabasesandDataSources
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3. Right­clickthefieldselectorfortheIDfieldandchoosePrimaryKey.
4. ClickFile>SaveAs.
5. EnterTypesforthetablenameandclickOK.
6. ClosethetabledesignwindowbyclickingFile>Close.
7. ClickFile>Saveinthedatabasewindowtosaveyourwork.
Creatingarelationshipbetweentables
Now,tomaketheTypestablemoreusefultous,weneedtocreatearelationshipbetweenthe
twotables.Arelationshipmeansthattwoormoretablesshareinformation.Theylinka
primarykeytoaforeignkey.Aprimarykeyisunique.IntheCalendardatabase,theprimary
keyfortherelationshipwesetupinthefollowstepsistheIDfieldintheTypestable.The
foreignkeyistheTypefieldintheAppointmentstable.
1. ClickTools>Relationships.TheRelationdesignwindowisdisplayedwiththeAdd
Tablesdialoginfrontofit.
2. ClicktheAppointmentstableinthelistandclickAdd.
3. ClicktheTypestableandclickAdd.BothtablesshouldappearintheRelation
designwindow.
4. ClickCloseintheAddTablesdialog.
5. IntheRelationdesignwindow,clicktheloweredgeoftheAppointmentstableand
dragdowntomakethewindowforthetablelarger.
6. ClicktheTypeentryintheAppointmentstableanddragitovertheIDentryinthe
Typestable.Alinewillconnectthetwoentries.
7. ClickFile>Savetosaveyourwork.
8. ClosetheRelationdesignwindow.
9. Savethedatabase.
Atthispointinthecreationofthesampledatabase,aformwascreatedtosimplifydataentry
intotheTypestable.Forthesakeofbrevity,thesestepsareskipped.Datamaybedirectly
enteredintoatable,thoughitisnotrecommended.
Creatingadataentryform
However,thefollowingarestepsforcreatingthedataentryformfornewappointmentsare
presentedhere.
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Chapter7:DatabasesandDataSources
1. Inthedatabasewindow,clicktheFormsiconontheleftside.
2. ClicktheUseWizardtoCreateFormbutton.
3. TheFormWizardopenstoStep1,FieldSelection.ClicktheTablesorqueries
drop­downandchooseTable:Appointments.
4. MoveallthefieldsexceptIDtotheFieldsintheformlistbyclickingthe>button
foreachdesiredfield..ClickNext.
5. Step2,Setupasubform,isnotneededforthisformsincewewillnotbeincludinga
subform.SimplyclickNext.
Note:Asubformallowstheuserofadatabasetoaccessrelateddata.Forexample,ifmultipletypeswereallowed
perappointment,theymightbedisplayedinasubform.
6. Thewizardautomaticallyskipssteps3and4sincetheyarerelatedtosubforms.
7. Step5,Arrangecontrols,allowsthedesignertochoosearough,basiclayoutforthe
formcontrols.Thischoiceisopentopreferencebutincreatingthesampledatabase,
wechoseInBlocks–LabelsAbove,thefourthoption.ClickNext.
8. Step6,Setdataentry,iswherethedesignerofthedatabasecannarrowtheuseofa
form.Inthisexample,thisisanewappointmentformsoweonlywantusertobeable
toenterdata.SettheoptionheretoTheformistobeusedforenteringnewdata
only.Existingdatawillnotbedisplayed.ClickNext.
9. Step7,Applystyles,isalsoopentopersonalpreference.TheFlatfieldborderstyle
doeshavesomenicebuilt­invisualeffectsandwaschosenfortheexampledatabase.
WealsochoseIceBlueasthestyle.ClickNextafterselectingtheoptions.
10. Step8,Setname,allowsustonametheform.EnterNewAppointmentforthe
name.
11. SettheoptiontoModifytheformandclickFinish.
12. Theformopenstoeditmode,asopposedtodataentrymode.Nowtheformcanbe
modified.
Makingdataentryeasier
Theeasiestthingtodotosimplifydataentryistomovethefieldsaround.Thiscanbedone
byclickinganddraggingthefieldswhiletheformisineditmode.Thefollowingsections
detailotherwaystosimplifydataentry.TheseexamplestepsassumethattheNew
Appointmentformisopenineditmode.
Modifyingadatefield
Atextboxthatisrelatedtoadatefieldcanveryeasilybeturnedintoadatepickercontrol.
1. ClickonceontheStartDatefield.
2. Right­clickthefieldandchooseGroup>EditGroup.
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Chapter7:DatabasesandDataSources
3. Ifthetextboxitselfisnotselected,clickawayfromthetextbox.
4. Double­clickthetextboxfortheStartDatefield,notthelabel.
5. TheProperties:DateFielddialogboxopens.
6. OntheGeneraltab,makesurethefollowingoptionsareset:
DropdownshouldbesettoYes.
RepeatshouldbesettoYes.
7. Repeatsteps1through6forthefollowing:
EndDate­Dropdown:Yes;Repeat:Yes
StartTime­DefaultTime:9:00:00;SpinButton:Yes;Repeat:Yes.
EndTime­DefaultTime:9:30:00;SpinButton:Yes;Repeat:Yes.
8. ClosethePropertiesdialogbox.
9. ClickFile>Savetosaveourmodificationstotheform.
Forthetimefields,wemadethemeasiertousebygivingthemadefaulttimeotherthan
midnight.Additionally,thespinbuttonmaybeusedinsteadofkeyboardentry.
Addingalistboxtoaform
Ifthedatabasehasarelatedfield,suchastheCalendardatabase'sTypefield,thatwillhavea
finite,usuallyfairlyshort,listofentries,itmaysimplifydataentrytocreatealistboxto
replacethetextboxonaform.Withalistbox,wechooseonevalueandactuallyadda
relatedvaluetothetable.
1. IntheFormControlstoolbar,usuallyatthebottomofthescreen,clicktheList
Boxbutton.
2. ClickanddraginanemptyareaoftheformtocreateaboxaboutthesizeoftheType
fieldthatisalreadyontheform.
3. TheListBoxwizardopens.
4. Onthefirstscreen,TableSelection,clickTypes.Thisisthetablethatcontainsthe
dataforthelistbox.
5. ClickNext.
6. Onthesecondscreen,FieldSelection,clickTypeName.Thisisthefieldcontaining
thedisplaytextforthelistboxentries.
7. ClickNext.
8. Onthethirdscreen,FieldLink,intheFieldfromtheValueTablelistclickType
andintheFieldfromtheListTablelistclickID.Thiscreatesthelinkbetweenthe
keyvaluethatunderliesthedisplayedvalueandthefieldthatthevalueiswrittento.
9. ClickFinish.
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Chapter7:DatabasesandDataSources
Thenewformcontrolmighthaveadifferentlookthantheothercontrolsontheform.Inthe
Calendardatabase,wehadtodothefollowing:
1. Double­clickthelistboxtobringupthePropertiesdialogbox.
2. SettheBordercolorpropertytoBlack.
3. Clicktheellipsis(threedots(...))buttonthatistotherightoftheBackgroundcolor
propertyfield.
4. IntheColordialogbox,settheRed,GreenandBluevalueseachto221.ClickOK.
5. ClosethePropertiesdialog.
Fieldbackgroundcolorsmaybematchedbycheckingthebackgroundcolorvaluesofthe
otherfieldsontheform.
Now,however,theformseemstohavetwoTypefieldsandoneTypelabel.
1. ClicktheTypefieldthatwascreatedbythewizard.
2. Right­clickthefieldandchooseGroup>EditGroup.
3. Ifthetextboxitselfisnotselected,clickawayfromthetextboxthenbackonitto
selectjustthefield,notthelabel.
4. DeletethefieldbypressingtheDeletekeyonthekeyboard.
5. MovetheTypelistboxtowherethetextfieldwassothatthelistboxreplacesit.
6. Selectboththelistboxandthelabel(clickone,holddowntheshiftkeyandclickthe
other).
7. Right­clicktheselectionandchooseGroup>Group.
Addingacomboboxtoaform
Anotherwaytomakedataentryeasieristoaddacomboboxtoaform.Thecombobox,
unlikethelistbox,canonlydisplaythevalueitisaddingtothefield.Thatis,whenchoosing
fromalistbox,anidentifier(suchasanumber)isputintotherelatedfieldwhereaswitha
comboboxtheactualvalueofthecomboboxisputintothefield.
TheLocationfieldisagoodcandidateforacombobox.WhileeditingtheNewAppointment
form:
1. OntheFormControlstoolbar,usuallyatthebottomofthescreen,clickthe
ComboBoxbutton.
2. Clickanddragacomboboxinanemptyareaoftheform.TheComboBoxwizard
willopen.
3. Onthefirstscreen,TableSelection,clickAppointments.
4. ClickNext.
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Chapter7:DatabasesandDataSources
5. Onthesecondscreen,DatabaseField,settheoptiontoYes,Iwanttosaveitinthe
followingdatabasefield:andchooseLocationfromthedrop­downlist.
6. ClickFinish.
Thelookofthisfieldshouldalsobemadeconsistent.
1. Double­clickthecomboboxtobringupthePropertiesdialogbox.
2. SettheBordercolorpropertytoBlack.
3. Clicktheellipsisbutton(totherightoftheBackgroundcolorproperty).
4. IntheColordialogbox,settheRed,GreenandBluevaluesto221(assumingthat
thesamecolorschemeisbeingused).
5. ClosethePropertiesdialog.
6. MovethecomboboxsothatitmatchesupwiththeLocationlabel.
Changingthetaborderofaform
Thetaborderoftheformwehavebeencreatingandmodifyingthroughthesestepsprobably
doesnotmakesensebecauseweaddedsomeformcontrolsandmayhavemovedothers.To
changethetaborderofaform:
1. Clickonanycontrolontheform.
2. ClicktheActivationOrderbuttonontheFormDesigntoolbar.
3. Settheorderasfollows:
1. txtSubject
2. ComboBox
3. datStartdate
4. timStarttime
5. datEnddate
6. timEndtime
7. ListBox
8. txtNote
ThiscanbeaccomplishedbyclickingacontrolnameinthelistandusingtheMoveUpand
MoveDownbuttonstochangetheorderofthecontrols.
ComboBoxisthedefaultnameprovidedfortheLocationcomboboxandListBoxisthe
nameprovidedfortheTypelistbox.
ObviouslythisorderassumestheformissetupsimilarlytotheformintheCalendar
database.Ifitisnot,useadifferentorderforthefields.
Remembertosavetheformand,afteritisclosed,savethedatabasecontainer.
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Chapter7:DatabasesandDataSources
ViewingData
Thedatabasestilldoesnothaveaconvenientwaytoviewtheappointmentsitstores.We
couldlookatthetableitselfbutthisisneitherattractivepresentationnorgooddatabase
design.Additionally,becausetheNewAppointmentformisadataentryform,wecannotuse
ittoviewpreviouslyenteredrecords.
SincealotoftimeandeffortwasputintocreatingtheNewAppointmentformanditsformat
isalsogoodforviewingdata,thefollowingsectionswilldiscusscopyingaformand
changingsomeofthepropertiesofthenewform.
Copyingtheform
1. IntheFormssectionofthedatabase,right­clicktheNewAppointmentform.
2. ClickCopy.
3. Right­clickinthedatabasewindowandchoosePaste.
4. Inthedialogboxthatappears,enterAllAppointmentsfortheformnameandclick
OK.
5. Savethedatabase.
Changingtheform'sproperties
Obviously,sincetheNewAppointmentformwasadata­entryonlyform,wewillneedto
changetherelatedformproperty.
1. Right­clicktheAll
AppointmentsformandchooseEdit.
2. ClicktheFormNavigator buttonontheFormDesigntoolbar.Thistoolbaris
generallyfoundatthebottomoftheOpenOffice.orgWriterwindow.(Writeristhe
applicationusedtoeditformsinOpenOffice.org.)
3. IntheFormNavigatordialog,right­clicktheMainFormitemandchoose
Properties.
4. OntheDatatabofthePropertiesdialog,settheAdddataonlypropertytoNo.
5. ClosethePropertiesdialog.
6. ClosetheFormNavigator.
7. Savetheform.
8. ClicktheDesignModeOn/OffbuttonontheFormDesigntoolbar.
YoucannowusetheFormNavigationtoolbartonavigatethroughtherecordsinthe
database.
Settingasortorderforaform
Therecordsarecurrentlyintheorderinwhichtheywereaddedtothedatabase.This,inthe
longrun,isnotveryuseful.Addingasortordertotheformwillmakeitmoreusefulfor
viewingalltheappointmentsinthedatabase.
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Chapter7:DatabasesandDataSources
1. Re­enterformdesignmodebyclickingtheDesignModeOn/Offbuttonagain.
2. Clickanycontrolontheform.
3. ClicktheFormbuttonontheFormControlstoolbar.
4. IntheFormPropertiesdialog,ontheDatatab,clicktheellipsisbuttontotheright
oftheSortproperty.
5. Forthefirstfieldname,chooseStartDateandleavetheOrderasascending.
6. Forthesecondfieldname,chooseStartTime.LeavetheOrderasascending.
7. ThethirdfieldnameshouldbesettoEndDate.LeavetheOrderasascending.
8. ClickOKintheSortdialogbox.
9. ClosetheFormPropertiesdialog,savetheformandcloseit.
10. Savethedatabase.
Creatingaquerytofindtoday'sappointments
Queriesextractinformationfromadatabase.Alistoftoday'sappointmentswouldbeauseful
query.
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1. ClicktheQueriesiconontheleftsideofthedatabasewindow.
2. ClickCreateQueryinDesignView.
3. TheAddTableswindowopensinfrontoftheQueryDesignwindow.Addboth
tablestothequery.
4. ClickCloseintheAddTableswindow.
5. AddthefollowingfieldsfromtheAppointmentstable:Subject,Location,Start
date,Starttime,Enddate,Endtime,Notes.
6. AddtheTypeNamefieldfromtheTypestable.
7. IntheStartdatecolumn,ontheCriterion
row,enteranydatesuchas
3/9/1972.
8. ClicktheSwitchDesignViewOn/Offbutton.TheSQLstatementthatunderliesthe
queryisnowvisible.Towardtheendofthestatementsomethinglikethefollowing
appears:AND(("Appointments"."Startdate"={D'1972­03­
09'})).ThisstatementfindsrecordswheretheStartdateequalsthedate3/9/1972.
9. Replace{D'1972­03­09'}withthetextCURRENT_DATEandclicktheSwitch
DesignViewOn/Offbuttonagain.
10. ClicktheRunQuery button.Thequeryresultsappearatthetopoftheresulting
window.
11. SavethequeryasAppointmentsforTodayandclosethequery.
Ifthedatabasedoesnotcontainappointmentsfortoday,addanappointmentfortodayand
rerunthequerybydouble­clickingonit.
Addasortordertothequery
Therewillbedayswithmorethanoneappointment.Inthatcase,itwouldbeusefultosort
theresultsofthequery.
1. Openthequeryforeditingbyright­clickingtheiconforthequeryandchoosingEdit.
2. Toaddasortordertoacolumn,clickintheSortrowinthatcolumn.TheSortrowis
justbelowtheTablerow.ClicktheSortrowintheStarttimecolumn.
3. Clickthedrop­downforSortandchooseAscending.
4. SettheSorttoAscendingfortheEnddateandEndtimefieldsaswell.
5. Savethequery.
Ifthedatabasecontainsappointmentsforthecurrentday,tryrunningthequery.
ChangingtheJointypeinthequery
Whenthequeryisrun,asitexistscurrently,someappointmentswon'tappear.
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ThedefaulttypeofjoinisanInnerjoin,whichonlyreturnsrecordswherethejoinedfields
areequal.IftheTypefieldforanappointmentdoesnotcontaindata,thejoinfieldforthat
appointment'srecordwouldnotmatchanyentriesinthejoinfieldintheTypestable.
Wecanfixthisbychangingthejointypeinthequery.
1. Right­clickthejoinlinebetweenthetablesinthetopportionfothequerydesign.
2. ChooseEdit.
3. IntheJoinPropertiesdialog,intheOptionssection,clicktheTypedrop­downand
chooseLeftjoin.
4. ClickOK.
5. Savethequery.
6. Closethequery.
7. Savethedatabase.
Creatingareport
Aquerycan,ofcourse,beviewedandusedbydouble­clickingtoexecutethequery.Itcan
alsobeusedastheunderlyingdataforaform.Theformwizardhasalreadybeendiscussed.
Copyingaformandchangingtheunderlyingdatahasalsobeendiscussed.
Aqueryoratablecanalsobeusedtogenerateareport.Thefollowingsectionusesthe
AppointmentsforTodayquerycreatedinthestepsaboveasthebasisfora
report.
1. ClicktheReportsiconontheleftsideofthedatabasewindow.
2. ClickUseWizardtoCreateReport.
3. TheReportWizardopenstoStep1,FieldSelection.ChangetheTablesorqueries
drop­downtoQuery:AppointmentsforToday.
4. Clickthe>>buttontomoveallthefieldsfromtheAvailablefieldslisttotheFields
inthereportlist.
5. ClickNext.
6. InStep2,Labelingfields,clickNexttousethedefaultlabels.
7. Step3,Grouping,canalsobeskippedsincethisreportdoesnotreallyneed
grouping.ClickNextwithoutmovinganyfields.
Note:Groupingisawayofcollectingrecordsthatsharecertaindata.Forexample,wecouldcreateanotherreport
groupedbyType.Thisreportwouldlistalloftheappointmentsofeachtypetogether.Groupingcreatesthefirst
levelsofsortinginanyreportwithgrouping.
8. Step4,Sortoptions,isautomaticallyskippedbecauseaqueryisselected.Thismay
bechangedinlaterversions.
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Chapter7:DatabasesandDataSources
9. InStep5,Chooselayout,AlignLeft–ModernwaschosenfortheLayoutofdata
andGenericforLayoutofheadersandfooters.ClickNextwhenthisstepis
complete.
10. InStep6,Createreport,leaveTitleofReportasAppointmentsforToday.This
reportisaDynamicreportsoleavethatoptionset.TheoptiontoCreatereportnow
shouldalsobeset.
11. ClickFinish.
Thereportisgeneratedandwillappearafterafewmoments.Thereportwillneedtobe
modifiedtobemoreattractiveanduseful.SincethereportissimplyaWriterdocumentand
thedataitselfresidesinatable,modifyingthereportisnotcoveredhere.
However,toopenareportformodification:
IntheReportssectionofthedatabase,right­clickthereportandchooseEdit.
SometipsforusingtheCalendardatabase
Thefollowingtips,whilespecifictotheCalendarsampledatabase,canbegeneralizedto
otherBasedatabases.
Addingdatatoarelatedtable
OccasionallyauseroftheCalendardatabasemaywishtoaddanappointmenttypewhile
workinginanappointmentform.Whilethetypesappearontheform,theactualtypenames
resideinaseparatetableandthenewtypemustbeaddedtothattable.Thereareatleasttwo
waystoaccomplishthis,byopeningtheformfortherelatedtable(assumingthereisone)or
byopeningtheDataSourceswindow.
Opentheformfortherelatedtable
Iftherelatedtablehasitsownform,asitdoesinthecaseoftheCalendardatabase:
1. Switchtothedatabasewindow.
2. Opentheform,inthiscasetheTypesform.
3. Addthedatatotheform.
4. BesuretoclicktheSaveRecordbutton.
5. Closetheform.
OpentheDataSourceswindow
Thefollowingstepsmaybeusediftherelatedtabledoesnothaveaform.Onan
appointmentform:
1. ChooseView>DataSourcesorpresstheF4keyonthekeyboard.
2. ThisopenstheDataSourcespaneatthetopoftheformwindow.Makesure
Calendar,thedatabase,isexpanded.
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