Pdf form save in reader application Library cloud windows asp.net web page class AccessTutorial4-part963

Fig

3.3A

Bound and unbound controls

Add a checkbox

to the detail form.

As an experiment,

bind it to the passport field

Set Control Source to combine

two guest fields into one.

Result in user mode

Final result: Two address lines in one

Let us look at another troublesome problem:

10. Referring to a built-in property. Let us try to

concatenate the guest name with address2. Change

the text box control source to:

= name & ", " & address2

In user mode, you will see that you don't get the name

of the guest, but the name of the form itself! The rea-

son is that a form has a Name property, and this is what

you referred to. Notice that Access changed the name

you typed to [Name]. This is a sign that Access recog-

nized the name as something spelled with a capital N -

in this case a property name.

To avoid the problem, precede the name with a bang

operator (!):

= !name & ", " & address2

The bang operator tells Access that you want a control

or a database field - not a built-in property. We will

discuss this a lot more in section 5.1.

11. Name mistake. Try to use a non-existing name in

the control source:

= zz & address2

Access doesn't give you an error message, but in user

mode you will see the text #Name? instead of the guest

data.

3. Access-based user interfaces

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3.3.1 Showing subform fields in the main

form

In Access 97 and 2000 you may also let a field in the

main form draw on data in the subform. Figure 3.3B

shows an example. We let a text box show a field from

the subform. Try it in this way:

1. Open frmFindStay in design mode and select the

spare text box (Text6 on the figure). Set its control

source to

= subStayList ! name

(Remember the equal sign.)

This tells Access to look into the subform control

to find the field name. Switch to user mode.

The spare text box should now show the guest name

from the currently selected record. Try selecting differ-

ent records to see that the text box is updated automati-

cally.

Detail area. This approach can be useful if you want to

show details of the selected record. You might for in-

stance set off an area of the main form for details of the

selected record. The area might show several fields

from the selected record.

Unfortunately, in Access 2003 this doesn't work

automatically. You can set the control sources, but

Access doesn't update the fields automatically. You

have to do some programming to update the fields.

Other expressions

You can use a wide range of operators and functions to

compute the control value, such as

+, -, *, Sin( ), IIf( )

The rules correspond to what you can write in Visual

Basic, and they are similar to those you find in other

programming languages. See section 6.4 for the

detailed rules.

In practice, you will rarely use complex expressions in

the controls. Complex computations are usually done

either as part of computing a table with an SQL query,

or as part of a Visual Basic program.

3.3.2 Variable colors - conditional

formatting

You can determine the colors and other format aspects

of a control through the Format tab of the property box.

For instance you can set Back Color of Guest to

something different than white. However, the back

color will be the same in every detail form.

Sometimes you can vastly improve the user interface

by showing critical data in color. This means that only

some of the detail records will have a colored control.

It might be tempting to do this by using an expression

for Back Color, but this is not possible. Before Access

2000 it was actually completely impossible to have

variable colors in continuous forms.

Value-dependent color

In Access 2000 and 2003 there is a primitive way to

deal with variable colors. We can for instance let a

number be green in the range 0 to 49, yellow in the

range 50 to 69, and red otherwise. Or we could let a

text be yellow in the alphabetical range from H to P,

and red above it. Try it:

2. Open fsubStayList in any mode, for instance Da-

tasheet view to get a good overview of the records.

3. Select the Guest name (the name control). Use the

Format menu at the top of the Access window and

select Conditional Formatting.

4. Set up the conditional formatting as shown on Fig-

ure 3.3C. Specify yellow background for the range

"h" to "p" and red from "p" and up. You can add or

delete conditions by means of the Add and Delete

buttons at the bottom.

5. Close the conditional formatting box and check

that the colors are as expected. You may also try to

enter new guests to check how the ranges work in

detail.

The variable colors work in datasheet view as well as

form view. The colors do not show in the table behind

the form (tblGuest).

Default colors. At the top of the Conditional Format-

ting box, you can set the default color for the control.

You can also set it through the Back Color property on

the Format tab. However, this only defines the default

color in form view. In datasheet view, the default color

is defined by datasheet settings (use the main menu:

Format -> Datasheet and Format -> Font).

Expression-dependent color

You may also let the color of one field depend on the

values of other fields. As an example, we could let the

color of the Address control depend on the Guest

name. You might try this:

6. Select the Address control (initially named

address1) and select conditional formatting.

7. For Condition 1, select Expression Is. Then select

a background color and specify this expression for

the background color to be used:

!name > "h"

When you close the conditional formatting window, all

guests with names after H should have the new back-

ground color for the address, but they don't! The reason

is that conditional formatting doesn't address fields in

the same way as the control source property (I would

call this a bug in Access). You have to use a more

elaborate expression:

8. Use the full address for the field

Forms ! fsubStayList ! name > "h"

The full address tells Access to look for a form called

fsubStayList and find the name control in it. This

3. Access-based user interfaces

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Set Control Source to show

name of selected guest.

Textbox automatically

reflects the current selection.

Textbox automatically

reflects the current selection.

Access 97 and 2000 only

Fig 3.3B Showing subform fields in the main form

Fig

3.3C

Variable colors

Specify condition and

new background color.

Select Guest field.

Main menu:

Format -> Conditional Formatting

should work correctly when you close the formatting

box. (In some cases Access shows an error message

saying that it cannot find the Forms field. Ignore it, the

formula works anyway.)

Unfortunately, this full address works only when we

see fsubStayList separately, but not when we see it as a

subform of frmFindStay. We will have to use an even

more elaborate address to tell Access that it is a sub-

form of frmFindStay we talk about. The address to be

used is

Forms ! frmFindStay ! subStayList !name > "h"

We will explain a lot more about these addresses in

section 5.1.

3. Access-based user interfaces

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3.4 Tab controls and option groups

Tab controls

When space is insufficient on the form, a tab control is

a way out. The property box in Access and the option

window in many MS-Windows programs use tab con-

trols to put ever more fields on a single window.

Figure 3.4 shows how we use a tab control in the hotel

system. The Stay window shows all details of a stay (a

booking). It contains one tab control with two tab

pages. The first tab page shows the rooms booked or

occupied by the guest. The second tab page shows the

services received, for instance breakfast. Try to make

the essential parts of this form:

1. Create a new form from the database window's

Form tab (use Create form in Design view). Re-

member to set the grid size so that the grid is visi-

ble.

2. Add the Stay No. field to the form (to be used for

stayID later), but don't care to add all the other

fields.

3. Extend the grid area. Select the Tab-control tool

from the toolbox and draw a large rectangle on the

form.

You now get three new controls on the form: the tab

control and two tab pages in it. When you click in the

empty area to the right of the tabs, you select the entire

tab control. If you click on one of the tabs, you select

this particular tab page.

How to add further tab pages to the control? You right-

click the tab and select Insert Page. In the hotel sys-

tem, two pages are enough. We need a subform on each

of the two tab pages. Proceed like this:

4. Select the first tab page. In its property box, enter

the caption Rooms.

5. Make sure the tab-page is selected and not the en-

tire tab control. Select the subform tool from the

toolbox and draw a subform on the tab page.

6. Select the text box tool from the toolbox and draw

the two fields for totals on the tab page.

7. Also add the last total field (Total rooms and

services till now). Note that it must be below the

tab control. In design mode, the form should now

look like the right part of Figure 3.4.

8. Connect the mockup room list to the first tab page

in this way. Select the subform control and set its

SourceObject property to fsubStayRooms. (You

created this subform in section 3.2.3.) In user

mode, the form should now look like the left part

of Figure 3.4.

9. Select the second tab page and give it the caption

Services. If you like, you can insert subforms and

other controls on this tab too, similar to the Rooms

tab.

10. Give the Stay form a caption. Close it and give it

the name frmStay.

Warning: It may be tempting to draw a control on the

main form and then drag it to the tab pages. On the

screen it may look right, but it isn't. The control sticks

to the main form and may be either in front of all the

tab pages or behind all of them. You may, however,

copy a control from the main form, select the tab page,

and then paste the control there. When you click the

various tab pages, you see that it sticks to the right

page.

Option groups

If the user has to choose between a few options, it is

traditional to show them as an option group with radio

buttons (called option buttons in Access). The bottom

of Figure 3.4 shows an example where the user can

choose the paymethod with radio buttons.

An option group is in some ways similar to a tab con-

trol. It is a control that contains other controls. How-

ever, an option group is just an elaborate way of

showing a single integer value. The current value de-

termines which radio button has a dot. In our example

this integer would be the paymethod. Make the option

group in this way:

11. In design mode, choose the Option group tool

from the toolbox. Make sure the Wizard is off.

Draw a rectangle like the one on the figure.

12. You have now got the control and its label. The

label is shown across the top border. You can drag

them around exactly as text boxes. Change the la-

bel to Paymethod.

13. Select the Option button tool from the toolbox.

Drag a rectangle where the option button and its

label will be - or just click at the top left corner of

this rectangle. Draw four option buttons.

14. Change the labels for the options to Cash, Visa,

etc.

Look at the result in user mode. The buttons are all

gray. Why? Because the control has no value - it can-

not choose which button to give a dot. Remedy? Click

in one of the buttons. If you click the first button, the

control will get the value 1. If you click the second one,

it becomes 2, etc.

3. Access-based user interfaces

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Fig

3.4

Tab control and Option group

Select one of the tab pages.

Draw controls on it - or copy

and paste.

Command

Select Tab control.

Draw on form.

Command

Option group.

Draw on form.

Add Option

buttons.

Wanted

Select entire Tab control

3. Access-based user interfaces

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3.5 Menus

In Access a form cannot have menus. Only the big

Access window can have menus, but they can change

according to which form is in focus.

Before we start implementing the hotel menu, we need

some terminology. Figure 3.5A shows what we are

talking about. Initially, the Access window has a menu

bar and one or more tool bars. Access uses the com-

mon term toolbar for menu bars as well as real tool-

bars. The toolbar concept also covers the free-floating

toolbars, called toolboxes, and shortcut menus that pop

up when you right click on a control. In a moment we

will add another menu bar to be used by the hotel

system.

Each menu bar has one or more menus. A menu con-

sists of a menu heading - the one we see on the menu

bar - and the menu list that drops down when you select

the menu heading.

The menu list contains the menu items. Most of them

are commands. They do the real work when selected.

Some of the menu items may be second-level menu

headings. They open another menu list when selected,

and this is how we make multi-level menus. Access

uses the word command for the real commands as well

as the lower-level menu headings.

3.5.1 Create a new menu bar

You can make menus whether in design mode or user

mode.

1. Right-click any point on the existing menus and

select Customize. (Or use Tools -> Customize).

You now get the customize window as shown on

Figure 3.5A.

2. On the Toolbars tab, click the New button. Access

asks for the name of the new toolbar. Call it Hotel

- the name the user will see if he chooses the tool-

bar with the View menu. Click OK, and up comes

a tiny menu bar - floating in the universe.

3. Click the Properties button in the Customize win-

Command

Fig

3.5A

Create a new menu bar

Menu bar

New menu bar: Hotel

Tool bar

Menu:

Menu heading in the menu bar.

Menu list that drops down

Command

(menu item)

Create a new

toolbar/menubar.

Name it Hotel

Right-click.

Select Customize

Make it a

menubar

Drag it to the

menubar/toolbar area.

Checked toolbars

shown as default

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dow and set the Type of the new toolbar to Menu

Bar. Close the properties window.

The type of the toolbar determines where it is shown. If

it is a Menu Bar, it will be shown at the top with any

other menu bar. If it is a Toolbar, it will be shown be-

low the menu bars.

4. The new menu bar is still floating in the universe.

Drag it to the fellow tool bars in the top of the

Access window.

The menu bar area should now look like the bottom of

Figure 3.5A. The new menu bar looks very empty be-

cause it has no menus.

Add menus to the menu bar

5. Select the Commands tab in the Customize win-

dow (see Figure 3.5B).

This Command tab is really confusing. It allows you to

choose between a lot of built-in menu items - those that

already are in the various toolbars - but also add new

menu items. All these menu items are grouped accord-

ing to categories. For most commands you can get a

short description by selecting the command and click-

ing the Description button.

6. Go to the bottom of the category list and select

New Menu. This category consists of only one

command - a new menu. Select this New Menu

command and drag it to the new menu bar. Since

we want several menus on the menu bar, drag it a

couple of times. The toolbar area should now look

like the one on Figure 3.5B.

7. Keep the Customize window open and right-click

each of the new menus to give it a name. For the

hotel system, use the names &Rooms, &Stays and

&Breakfast. The &-sign shows that the following

letter is to be underlined and used as a shortcut

(e.g. Alt+S for Stays).

Fig

3.5B

Add menus to the

menubar

Command

Drag new menu headings

to the toolbar.

Command

Right-click and

give it a name.

3. Access-based user interfaces

3.5.2 Add commands to the menu list

As an example, we will add two commands to the Stays

menu: One that opens the FindStay screen and one that

cancels (deletes) a stay.

1. Select the Commands tab in the customize window

and the category All Forms (Figure 3.5C).

This category gives access to commands that open an

existing form. You see the existing forms to the right.

2. Select frmFindStay and drag this command to the

Stays menu heading. Wait a moment for the Stays

menu to unfold so that you can place the command

on the menu list.

3. Right-click the command and give it the name

Show FindGuest screen and the style Text Only.

The right-click allows you to do many other things to

this command. You can assign an icon to it and edit the

icon. (This is more useful when you design toolbars

and toolboxes rather than menu bars.) If you click

Properties at the bottom of the list, you can determine

which action the command shall perform when se-

lected. In our case, we use the built-in action Open a

form.

Add the CancelStay command

4. Select the category File and the command Custom.

(This is the only command that doesn't build on an

existing command.) Drag this command to the

Stays menu and position it properly relative to the

other command on the menu.

5. Right-click the command and set its name to

Cancel Stay.

The Custom command has no built-in action. In its

property box, we will later add a call to a Visual Basic

function (section 5.7) that cancels the stay.

6. Close the Customize window and try out the com-

mands. The ShowFindGuest command should ac-

tually work, while the CancelStay does nothing at

present.

You may add all the other menus and commands at this

stage to complete the mockup, but better spend your

time doing it for your own design project.

3.5.3 Attach the toolbar to a form

You can attach a toolbar to a form so that it is shown

only when this form is in focus.

7. First hide the Hotel menu: Right click any toolbar

to open the customize window. On the Toolbars

tab, find the Hotel menu at the end of the list. Re-

move the check mark and close Customize.

8. The Hotel menu is not visible anymore. Now open

frmFindStay in Design view. In the form's prop-

erty box, select the Other tab. Set the Menu Bar

property to Hotel and close the form.

When you now open frmFindStay in user mode, the

Hotel menu will be visible and it will have replaced

Access's standard menu. Open frmStay too and switch

the focus back and forth between the two forms. The

menus will change accordingly.

If you like, you can make another toolbar and give it

the type Toolbar. Then attach it to frmStay through the

Other-tab, but make it the Toolbar of frmStay rather

than the Menu Bar. Open both forms in user mode and

switch the focus back and forth. Notice that when

frmStay is in focus, its toolbar overwrites Access's

standard toolbar. When frmFindStay is in focus, its

menu bar overwrites Access's standard menu bar.

3.5.4 Startup settings - hiding developer

stuff

When the system is finished, the user should not see all

the Access menus, the database window for selecting

and creating forms, etc. It may be necessary to hide all

of this already in the mockup. Here is how to do it:

9. Select Tools->Startup. You now see the startup

settings (Figure 3.5D).

10. Change these settings: Application Title = Hotel

system (the user sees this name in the title bar in-

stead of the name Access). Menu bar = Hotel (the

user sees this menu at the top of the screen). Dis-

play Form/page = frmFindStay (the user sees this

form on the screen initially).

11. Hide the standard things: Full menus and Database

window.

This will give the correct view for a mockup. When

you later have a functional system, you should disable

most other things too, for instance built-in shortcut

menus (right-click menus) and special keys, for in-

stance F11 to open the database window.

12. Close the database and open it again. You should

now see the naked application window with only

the FindStay window and the hotel menu.

Help! How do you get it back to normal so that you

can work as a developer? You cannot even change the

startup settings anymore. Of course there is a solution:

13. Close the hotel system window again. Now hold

down Shift while you open it. Keep Shift down

until it is completely open. (In Access 2003 this

includes answering about unsafe files.)

The window looks again the developer way, and you

can change the startup settings. You might leave them

in the final user version and remember to use Shift

every time you are working as a developer. My experi-

ence is that this is too cumbersome and you forget

3. Access-based user interfaces

Fig

3.5C

Add commands to the menu list

Command

Drag new command

to the menu (wait a moment

for the menu list to drop down).

Command

Right-click and

give it a name.

Define style.

See short explanation

of the command.

Fig

3.5D

Startup

settings for hiding developer stuff

Name shown in

Access title bar

The startup form

The menu shown

Hide other menus

Hide database window

Initial

settings

about the Shift too often. I always set them back when

I have tried it out.

3. Access-based user interfaces

3.6 Control tips, messages, mockup prints

Control tips - pop-up help

In the final system we can add Control Tips - the small

texts that pop up when the mouse rests a moment on a

button or another control (Figure 3.6). We can make

them in the tool-based mockup, cut them out, and show

them to the user as stickers. Let us make a control tip

for the Find guest button on frmFindStay:

1. Open frmFindStay in design mode. Click on the

NewGuest button to open its property box.

2. On the Other tab, enter the ControlTip text. There

is little space to type in, so use Shift+F2 to open a

larger window to type in. You may want to split

the text into two or more lines - oops - the window

closes! Use Ctrl+Enter to change line.

3. Switch to user mode and check that the control tip

works.

Messages

The final system will have many messages to show to

the user in various circumstances. They will be deeply

embedded in the Visual Basic program, but when using

the mockup for usability tests, the facilitator has to

bring them up as stickers. So at this stage we have to

generate them on the screen and then print them out.

Figure 3.6 shows the easiest way to do it. It works both

in design mode and user mode.

4. Open the Immediate window with Ctrl+G. (Also

called the Debug window.)

5. If you work in Access 2000 or 2003, this also

opens the Visual Basic window where you can

program. Make the Visual Basic window smaller

than the full screen (use the restore button next to

the cross that closes the window).

Immediate window. The Immediate window is also

called the debug window. In it you can type Visual Ba-

sic statements and have them executed immediately.

MsgBox. We will use the MsgBox function. It has

many parameters, but in most cases we just use the first

two:

MsgBox "the message text to show",

the buttons to show + the icon to use

For our mockup we won't even care about the message

text. We just show it as a very long empty text to make

the message box wide enough. We print out the mes-

sage box, copy it and fill in the message text by hand.

Enter the first line shown in the Immediate win-

dow:

msgbox " ", vbYesNo+vbInformation

As soon as you click Enter, Visual Basic will execute

the statement and show the message box. Print it at this

stage (see below). Then play the user's role and answer

Yes.

7. Do the same for the next three lines in the Imme-

diate window. This gives you a sample of the four

basic types of messages in MS Windows.

The strange words vbYesNo etc. are named constants.

Actually, vbYesNo is 4 and vbInformation is 64. When

you add them together, Visual basic can see that you

want a Yes and a No button, plus the icon for an In-

formation message.

VBA guides. Visual Basic can guide you while you

type in the statement. If it doesn't do it by itself, type

Ctrl+I after the function name. It will then show the

parameters you may type. After the first comma, type

Ctrl+Shift+J and it will show a list of the possible con-

stants at this point. You may select a constant from the

list and use Tab to insert it in the statement.

Leave Visual Basic. How do you get out of Visual

Basic and back to the Access world? Simply close the

Visual Basic window. This doesn't close the database

window.

Printing the screens

Above we have developed the mockup so that the right

things appear on the screen. How do you get them on

paper for use as mockups in usability testing? In the

standard installation of MS-Windows and MS-Office

there is only one way as far as I know:

8. Press Alt+PrtSc (Print Screen). This copies the

currently selected large window (the entire Access

window) to the clipboard.

When you have selected a message box, Alt+PrtSc

copies only this box to the clipboard.

9. Paste it into a Word document.

3. Access-based user interfaces

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