📘 FORMS AND REPORTS

1. Why Do We Need Forms and Reports?

In a database, tables store data in an organised manner. Data can be entered directly through the datasheet view, but the row-and-column format is not always user-friendly.

Both Forms and Reports are database objects and are available in the Database Pane of LibreOffice Base.

2. Forms

A Form is a database object that provides a user-friendly interface through which data can be entered, viewed and modified in an attractive and easy-to-read format.

Front End of Database

For a database, a form acts as the front end for data entry and data modification.

Unlike a simple row-and-column datasheet, a form displays data according to a layout designed by the user.

3. Field Control

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

Each field control consists of two important parts:

Other Elements in a Form

• Titles
• Headings
• Names
• Graphics / Logos
• List Boxes
• Radio Buttons

4. Ways to Create a Form

5. Creating a Form Using Wizard

The Form Wizard is the simplest way to create a form.

Step 1 — Open Forms

Open the database and click the Forms icon in the Database Pane. Then select:

Use Wizard to Create Form…

Step 2 — Select Table or Query

Select the table or query for which the form has to be created. For example: Events table.

Step 3 — Available Fields

After selecting the table, its fields are displayed in the Available Fields list box.

Step 4 — Select Fields

Move the required fields from Available Fields to Fields in the Form.

Step 5 — Subform

A Subform means a form within a form.

To add a subform, select the Add Subform checkbox.

If no subform is required, click Next without selecting it.

Step 6 — Arrange Controls

The wizard provides different layouts for arranging the labels and field values.

Step 7 — Form Usage

The wizard asks whether the form will be used for:

• Displaying data
• Entering data
• Both displaying and entering data

Step 8 — Apply Styles

The style step allows us to choose:

• Background colour
• Border type of field value text boxes

The available border styles include: 3D, No Border and Flat.

Step 9 — Give Form Name

Enter a suitable name for the form, for example: EventsForm.

After completion, the wizard allows us to:

• Work with the form
• Modify the form

Step 10 — Finish

Click Finish. The form is created and the first record is displayed.

6. Forms Controls Toolbar

The Forms Controls Toolbar contains various controls that can be added to or edited on a form.

7. Records Toolbar

The Records Toolbar contains navigation controls used to move from one record to another.

It also contains commands for operations such as:

• Adding a new record
• Saving a record
• Deleting a record
• Navigating through records

8. Modifying a Form

After creating a form, it can be modified according to the requirement.

Examples:

• Change background colour
• Change font size
• Change font colour
• Change position of controls
• Change label text
• Change size of text boxes
• Add tooltips
• Add calendar to date field
• Add titles and headings

9. Changing Background Colour

1. Open the database and select Forms.
2. Right-click the form name.
3. Select Edit….
4. In Design View, right-click the form.
5. Select Page Style….
6. Open the Area tab.
7. Select the desired colour.
8. Click OK.

10. Editing Labels

1. Place the mouse pointer over the label.
2. Press Ctrl + Click to select the label.
3. Right-click the selected label.
4. Select Control Properties….
5. Change the Label property.
6. Other properties such as width, height, alignment, font style and font size can also be changed.

11. Moving a Control

A control can be moved to another location on the form.

1. Click the control.
2. Both label and field value text box are selected.
3. Position handlers appear.
4. To select only one part, use Ctrl + Click.
5. Click and drag the selected control to the desired location.

12. Changing Text Box Size

1. Press Ctrl and click the text box.
2. Position handlers appear around the text box.
3. Place the pointer on a handler.
4. The pointer changes to a double-sided arrow.
5. Click and drag to change the size.

13. Tool Tip / Help Text

A tool-tip is a small piece of text displayed when the mouse pointer is placed over a particular control.

Example:

Enter Event Identification Number

Steps to Add Tool Tip

1. Press Ctrl and click the EventID text box.
2. Right-click and select Control Properties….
3. Find the Help Text property.
4. Enter the required message.
5. Close the Properties dialog box.

14. Adding Calendar to Date Field

A calendar makes date entry easier because the user can select a date instead of typing it manually.

Important Properties

1. Select the Date text box.
2. Open Control Properties….
3. Find Date Format.
4. Select Standard (long).
5. Find the DropDown property.
6. Change its value from No to Yes.
7. Close the dialog box.

15. Adding Text / Title to Form

Titles, headings and subheadings can be inserted while designing a form.

Steps

1. Select the Label tool from Forms Controls Toolbar.
2. Click and drag on the form to create a label box.
3. Double-click the box.
4. Open Properties: Label Field.
5. Enter the required text in the Label property.
6. Use the Font property to change font type, style and size.
7. Close the Properties dialog box.

16. Design View and Form View

17. Adding a New Record Using Form

After designing the form, switch to Form View.

1. Click the New Record button on the Records Toolbar.
2. A blank form appears.
3. Enter the required data.
4. Click Save Record.

Deleting a Record

1. Navigate to the required record.
2. Click the Delete button on the Records Toolbar.
3. The next record is displayed.

18. Reports

A Report is another useful feature of a Database Management System.

Queries display retrieved data in simple row-and-column format. A report presents that retrieved data in an attractive, understandable, formatted and customized manner.

Report Can Be Based On

• Table
• Query
• Both table and query

19. Creating a Report Using Wizard

Step 1 — Open Reports

Click the Reports icon in the Database Pane.

Step 2 — Report Wizard

Select: Use Wizard to Create Report…

Step 3 — Windows Open

The Report Wizard opens along with:

• Report Builder
• Add Fields dialog box

Step 4 — Select Table and Fields

Select the required table or query. For example: Events.

Move the required fields from Available Fields to Fields in report.

Step 5 — Label the Fields

The default field names can be changed into more explanatory column headings.

Step 6 — Group Data

Records can be grouped according to a particular field.

Example: CategoryID can be used to generate category-wise reports.

Step 7 — Sort Data

Data can be sorted in:

• Ascending order
• Descending order

Example: Records can be sorted according to EventID.

Step 8 — Select Layout

The layout determines how labels, field values and titles appear in the report.

Example: Tabular layout.

Header/footer and page orientation can also be selected.

Orientation options: Landscape and Portrait.

Step 9 — Name the Report

Give a suitable name such as: EventsReport.

20. Dynamic and Static Report

21. Report Builder

The Report Builder is used to modify and format a report.

Additional controls can be inserted using the Report Controls Toolbar.

22. Inserting Titles and Headings in Report

1. Click the Label tool on the Report Controls Toolbar.
2. Click and drag on the report to create a label box.
3. Double-click the label.
4. Enter the required title in the Label property.
5. Use the Font property to change font type, style and size.
6. Close the Properties dialog box.

23. Inserting Date and Time in Report

1. Click inside the Page Header area.
2. Select Insert → Date and Time….
3. The Date and Time dialog box appears.
4. Select the desired date/time format.
5. Click OK.
6. The date/time can be repositioned by dragging it.

24. Grouping Records in a Report

Reports can group retrieved data according to a particular field.

Example: If events have to be displayed category-wise, move the CategoryID field to the Groupings list box.

25. Form vs Report

26. Important Properties & Tools

27. Most Important Exam Questions

28. 🔥 MCQ FACTS — Direct Revision

• Form is a database object.
• Report is a database object.
• Form provides a user-friendly interface.
• Field Control = Label + Field Value Text Box.
• Two methods of creating Form = Wizard + Design View.
• Subform = Form within a form.
• Tooltip property = Help Text.
• Calendar requires Standard (long) date format.
• Calendar requires DropDown = Yes.
• Design Mode toggles Design View / Form View.
• Report can be based on Table / Query / Both.
• Report Wizard works with Report Builder + Add Fields.
• Report data can be grouped.
• Report data can be sorted Ascending / Descending.
• Report orientation = Landscape / Portrait.
• Dynamic Report reflects changes in the underlying data.