Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports

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Students frequently turn to Computer Class 11 GSEB Solutions and GSEB Computer Textbook Solutions Class 11 Chapter 12 Forms and Reports for practice and self-assessment.

GSEB Computer Textbook Solutions Class 11 Chapter 12 Forms and Reports

Question 1.
What are Forms ? Why should one design forms ?
Answer:

  • School admission form designed with fill in the blanks style to enter the data is an example of a form.
  • In Base, a form is a type of a database object that is primarily used to enter or display data in a database.
  • This is an attractive way of data entry.
  • It offers an alternative to view and work with data known as Form.
  • Forms can be designed using various styles, colors, along with heading, name and logo.

Question 2.
What are the navigation buttons on the forms used for ?
Answer:
Searching a Record Using Form

  • Open the Employee form created by double clicking the Employee icon under the Forms tab.
  • The screen will look similar to the one shown in following figure.
  • Notice that in figure, when the Form is opened, the first record is displayed on the screen.
  • Only one record at a time can be viewed in a Form.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 1

  • To see other records, use the Navigation buttons visible at the bottom of the form.
  • At times the user might want to find a specific record.
  • Perform the following steps to find a particular record.
    • Select Find Record option on the form navigation bar as shown in following figure.

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    • A Record Search dialog box as seen in next figure will appear on the screen.
    • Select the Single Field option under the heading Where to search.
    • Select the FirstName field name in drop down box next to Single field, (see next figure). This will populate the drop down box next to Text option.
    • Select Robina from the drop down next to Text option. Observe that the radio button in front of Text label is selected.
    • Click on Search button.
    • Click on the Close button, the entries in the form will now be filled up with the record pertaining to Robina.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 3

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports

Question 3.
List the default Layouts and Styles provided by Base while creating a Form.
Answer:

  • Layouts are Columnar-labels, Columnar-labels on top, As Data Sheet, In Block-Labels above.
  • The styles are being Bright, Blue, Gray, Dark, Orange, Ice blue, Grey, Water, Red, Violet.

Question 4.
What are reports ? Write down the usage of reports.
Answer:
Reports :

  • Reports are the way to present information in an attractive, arranged and decisive manner.
  • Reports are used to represent data in much better way than as displayed using Open View of Table or Result of a Query.
  • Layout of Reports is generally designed with keeping printing in mind i.e. How, where and in which format the data should be printed when printed out.

Question 5.
What is the difference between forms and reports ?
Answer:

Form Reports
(1) This is the way of entering data. (1) This is the way of displaying and printing data.
(2) We can enter data in forms. (2) We can only display the output (records) in report.
(3) Forms can be viewed in Form view. (3) Reports can be viewed in print preview.
(4) Form shows navigation bar to move (4) Report doesn’t has navigation bar.
(5) Forms are created for entering data. (5) Reports are created for printing information.
(6) Form is useful for data entry (6) Report is useful for managers or operator to enter data.

Question 6.
List the default Layouts and Styles provided ‘ by Base while creating a Report.
Answer:

  • The layout of the data during the creation of Report are Align Left-Border, Compact, Elegant, Highlighted modern, Red and blue, Default, Outline-border etc.
  • The layouts for the header – footer are Bubbles, Cinema, Controlling, Default, Drafting, Finances, Flipchart, Format with company logo, Generic, World map etc.

Question 7.
Choose the most appropriate option from those given below :

1) For what main purpose a form is designed ?
(A) To display data
(B) To enter data
(C) To create tables
(D) To view query result
Answer:
(B) To enter data

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports

2) For what main purpose a report is designed ?
(A) To view information in professional manner
(B) To enter data
(C) To create tables
(D) To get statistics of usage of records.
Answer:
(A) To view information in professional manner

3) Form wizard allows creating data entry forms for which of the following ?
(A) Report
(B) Table
(C) Query
(D) Both (B) and (C)
Answer:
(D) Both (B) and (C)

4) Which option is used select a field ?
(A) CTRL + Click
(B) Click
(C) Double Click
(D) Right Click
Answer:
(A) CTRL + Click

5) Help Text created by user can be generally associated with which of the following object ?
(A) Table
(B) Form
(C) Control Field on Form
(D) Report
Answer:
(C) Control Field on Form

6) Report wizard is used to create report from how many tables at a time ?
(A) One
(B) Two
(C) Three
(D) More than three
Answer:
(A) One

Computer Class 11 GSEB Notes Chapter 12 Forms and Reports

Forms

  • Anybody who takes admission in school, has to enter data in the admission form designed with fill in the blank style to enter the data.
  • Base offers similar alternative to view and work with the data in tables and it is known as a Form.
  • A Form resembles the pen and paper style forms.
  • In the language of databases, a form is a front end for data entry and editing.
  • Forms can be designed using various styles, colors, along with heading, name and logo.
  • Designing forms is really interesting.
  • There are two ways to create a Form:
    1. Using Wizard
    2. Using Design View

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports

Creating Form Using Wizard

  • There are two ways to initiate Form Wizard.
  • The first way is to right click the table for which Form is to be created.
  • The second way is to click on Forms icon and choose Use Wizard to Create a Form option from the
    Tasks pane.
  • Following figure shows how to use the first option.
  • Following the mentioned steps to create a simple Form using Wizard.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 4

  • Right click on the Employee table.
  • From the popup menu select Form Wizard option (see above figure)
  • The wizard will open two dialog boxes namely: Form Design and Form Wizard together as shown in following figure.
  • Note the Form Wizard dialog box and observe that all the fields of the Employee table are listed under Available Fields list box of Form Wizard dialog box.
  • Click on the right double arrow (>>) to move all of these Fields in the form list.
  • Click on the Next button.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 5

  • This step consists of setting up a subform.
  • For creating a simple form, click on the Next button and step 5 of form wizard as shown in following figure would be displayed.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 6

  • This step consists of aligning various controls visible on the Form. A control consists of two parts: a label and a field.
  • This step when performed determines how the label and field will be visible on the screen.
  • The labels can be aligned on the left side or the right side.
  • In this example, Align left option has been selected.
  • The field corresponding to a label can be arranged in four ways namely Columnar – Labels Left, Columnar
  • Labels on Top, As Data Sheet and In Blocks – Labels Above.
  • Under the heading Arrangement of the main form, Click on the Columnar – Labels Left icon.
  • Click on the Next button, step 6 of Form Wizard will be displayed as shown in following figure.

Computer Class 11 GSEB Solutions Chapter 11 Retrieving Data Using Queries 7

  • Accept the default settings and click on the Next button and step 7 Form Wizard will be displayed as shown in following figure.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 8

  • Select the color to be used in the apply Styles list.
  • Above figure shows that Beige color is selected from Apply Styles list, while 3D look is selected in Field Border options.
  • The user can experiment with different possible settings.
  • Click on the Next button to display step 8 of Form Wizard.
  • The screen of step 8 would look similar to the one shown in figure.

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  • Enter the name for the Form.
  • In this example, it is Employee.
  • Click Modify the Form radio button.
  • Click on the Finish button.
  • The Form opens in the Edit mode as shown in figure.

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Modifying Form :

  • The Form once created can be easily modified by moving the controls on the form as per the requirement.
  • The controls can be moved to different places in the form.
  • Background picture can also be changed.
  • The Label for the fields can also be modified for example, Ecode can be changed to employee Code.
    Changing Label Text :
    Change the Label ECode to Employee Code by performing the following steps:
  • Press CTRL + Click to select the label containing ECode as text.
  • Right click on the label and from the popup menu select Control option.
  • A Properties : Label Field dialog box as shown in figure will open.
  • Type Employee Code in the text box after Label (See figure).
  • Close the Properties: Label Field dialog box and observe that the label ECode visible in the Form Design changes to Employee Code.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 11

  • It can be seen in figure the Properties: Label Field dialog box consists of many properties related to this control.
  • Features like Height, Width, text Alignment, and Visibility of a control can also be set using it.
    Moving Control :
  • The controls in the main form consist of a label and its field.
  • Clicking a label or field selects the entire control.
  • A border appears around the control with eight green handles as can be seen in following figure.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 12

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports

  • The control can then be dragged and dropped anywhere within the form.
  • Many times one needs to modify only label.
  • Hence only one component, which is label needs to be chosen.
  • To choose either a label or a text field, press CTRL key and click on the label or text field.
  • Following figure shows the text field selection.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 13
Changing Control Size :

  • We can now try to increase the width of the Employee Code field.
  • Press CTRL and click on the Employee Code field text box to select it.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 14

  • Move the cursor over the middle of the green handle on the right side.
  • It should change to a single arrow as shown in figure.
  • Hold the left mouse button and drag the cursor to the right until the width is desired width.
  • The changing size can be seen at the bottom of the screen.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 15

  • Double click the position and size area to open the Position and Size dialog box as shown in following figure.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 16

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports

Creating Help Text

  • As a user try resting a mouse pointer for a while on buttons in a toolbar.
  • A small yellow box will show the text that mentions the purpose of the button.
  • This yellow box is known as tool tip text.
  • Similarly, controls placed on data entry forms in Base can be tagged with help text as shown in following figure.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 17

  • We can now attach a tool tip Enter Employee Code, on the text box control associated with Employee Code label.
  • Press CTRL. and click on the text box to select the control.
  • Right click the control and choose Control option.
  • The Properties : Text Box dialog box as seen in figure will he displayed.
  • Scroll down till you see a label Help text
  • Enter the text ‘tEnter Employee Code” as shown in figure.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 18

Change the Date
Perform the following steps to change the date field to calendar control as shown in figure.
Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 19

  • Select the BirthDate field text box by clicking on it with CTRL key pressed.
  • Move the cursor over the middle of the green handle on the right side.
  • It should change to a single arrow.
  • Hold the left mouse button down as you drag the cursor to the right until the length is as per requirement.
  • Release the mouse button.
  • Right click on the text box and choose Control Option.
  • Alternatively the user can click on the Control icon in theForm Controls toolbar as shown in following figure.
  • This toolbar will be placed vertically on the left side.
  • A Properties: Date Field dialog box will open.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 20

  • Scroll down to the Date Format property. This is a drop down list with Standard (short) as the default setting.
  • Click on the default Standard (short) to open the list. Select the Standard (long) option from the list.
  • Scroll down to the Dropdown… property. Its default setting is No. Change it to Yes.
  • Close the dialog box. Observe that the text box will change into a drop down box.
    Note : Click on the Design Mode On/Off icon (the second icon from the left in figure). This toggles the form design view to form view and vice -versa.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports

Changing Background

  • The background for a form can be a color, or a graphic (picture).
    User can use any of the colors in the Color Table available in tools-Opions-OpenOffice.org-colors.
  • A graphic file can also be used as the background.
  • Perform the following steps to change background of form.
    1. Right click on the blank space in a form. Sub menu as shown in figure would appear.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 21

    • Choose Page Option. A Page Style dialog box as shown in following figure would appear.
    • Choose the desired color and click on OK button. The background of the form will change to the selected color.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 22

Inserting and Deleting a Record Using Form View
Perform the following steps to insert a new record in the table using the form view.

  • Open the form related to the table in which data has to be entered in Form View.
  • Click on the New Record button Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 23 on the navigation bar.
  • Type the data in blank boxes visible.
  • Close the Form.
  • Click on the Tables icon in the Database window.
  • Open the table to check the new record inserted which will be stored in the table.
  • A record can be deleted through a form using the Delete Record button Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 24 on the Form View toolbar.
  • Clicking on this button will delete current record displayed in the form.
  • The next record will be displayed automatically.
  • This operation also removes the record from the corresponding table.

Reports

  • After learning how to create the forms, one can understand that entering data in a table, using forms, is much easier than using is Data Sheet View.
  • Also it is seen that it is possible to extract any information in Base using a query.
  • The output obtained from a query, though presented in a tabular format is not properly aligned.
  • Report provides a way to present the information retrieved in an attractive, arranged and decisive manner.
  • One of the purposes of generating a report is to make a hard copy of the output.
  • Hence the layout is generally designed by keeping in mind the look of the hard copy required.
  • For that a report can be created which is based on a query, a table or combination of both.
  • Reports created here are based on either a single table or a query.
  • If the user wants to use fields from different tables, then create a query that combines these fields as an output. Create a report required using this query.
  • For example, in the earlier chapter, a query was created by joining four tables, Customer, City, State and Country to display the list of customer names along with their addresses.
  • The name given to this query was “CustomerList”. Create a report based on the same query.

Report wizard can also be opened using the following two ways :

    • Right click on the query or table for which the report has to be created and selecting the Report Wizard option from the popup menu.
    • Alternatively click the Reports icon in the Database Window and choose Use Wizard to Create Report option.
    • When either of options, mentioned above, are used, two dialog boxes as shown in following figure will be opened.
    • The first step is to select the query CustomerList from Tables or queries drop down list in Report Wizard dialog box. Use the » button to move all these fields from the Available fields list to the Fields in report list.
    • Click on the Next button.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 25

    • In the second step give labels to each field as per your requirement. Sample labels are as shown in following figure.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 26

    • Click on the Next button.
    • Third step of wizard is grouping the fields. Since we do not want to group any field in this report, click on the Next button.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 27

    • Step 4 of the Report Wizard as shown in following figure will be displayed.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 28

    • In fourth step we can mention sort options. Sort the records based on the field Ccode in Ascending order.
    • Click on the Next button to display next step as shown in figure.
    • The fifth step of Report wizard gives the choice of various layouts.
    • Layouts include color combinations as well as positioning of field and alignments of texts.
    • Try each of them one by one.
    • Use the default settings for the layout (see following figure).
    • Click on the Next button.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 29

    • In step six, give the title of the report.
    • Type CustomerList in the text box under label Title of report as can be seen in following figure.
    • Observe that under the label “What kind of report do you want to create?, there are two options.
    • The options chosen here will have an effect on the output of report.
    • If Static report option is chosen, then the data in the output of report will remain same every time the report is opened.
    • If the Dynamic report option is selected, the effect of any changes made in the table can be seen every time the report is opened.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 30
Note : The objects created in Base are dependent on each other. It means that if a query Q is created based on a table T, then any changes made to the table T will be reflected in the query Q and vice versa. , if a report R is created based on this query Q, then any change in query Q should be reflected in report R. Albeit changes in report are not possible. Choosing the Static report option will permit the changes to be reflected in the report.

    • Depending on what you require, choose one of the options mentioned in step six. Here we can select Dynamic report. Select Create report now option.
    • Click on Finish button and you will see a report similar to the following figure.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 31
Note : The author name and date will depend on the machine name and day on which you are creating / opening the report. The data contents will be according to the entry that you have done in the table.
We can now create a report that shows the orders placed by each customer between two dates.

  • First, create a parameterized query, with which a report can be created containing records between any two desired dates.
  • The parameterized query will make our report dynamic.
  • Whenever the report is executed, it will ask to enter two dates.
  • The report will then be generated for the data between these two specified dates.
    • Open a query in Design View. Add Customer, Order and OrderDetail tables.
    • Double click on the Ccode, CustomerFname, CustomerLname, OrderlD and OrderDate fields from respective tables.
    • In the Criterion cell of the OrderDate field, type BETWEEN :datel AND :date2 as shown in following figure.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 32

    • Save the query with name OrdersPiaced.
    • Run the query to view the output to make sure that it works.
    • Two parameters would be expected as an input (See following figure).

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 33

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports

    • Close the query.
    • Right click on the query and from the popup menu select Report Wizard…. option.
    • Use >> to move both fields from the Available Fields to the Fields in report list. Click Next.
    • Save the query with name OrdersPlaced.
    • Run the query to view the output to make sure that it works.
    • Two parameters would be expected as an input (See following figure).
    • Give appropriate aliases to field names.
    • Click Next.
    • In the Grouping step of the report wizard, Click on the Ccode field to highlight it.
    • Use > button to move the field to the Groupings list. Similarly move the fields CusomerFname and CustomerLname to the Groupings list.
    • Click Next.
    • Observe that sorting has been automatically applied on the Ccode, CustomerFname and CustomerLname fields.
    • Click Next.
    • Choose a layout and click Next.
    • Use the suggested name for report; here it will be same as query.
    • Select Dynamic report option.
    • Click Finish and you will find that input parameter dialog box gets opened.
    • Give two parameters for datel and date2.
    • A report that shows orders placed between two dates would be displayed as shown in following figure.

Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 34

  • Once the report has been created, make a hard copy or a soft copy of the same.
  • To make a hard copy, print the report by making use of the print button Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 35 on the standard toolbar.
  • Alternatively, save it as a soft copy by clicking on PDF button the Computer Class 11 GSEB Solutions Chapter 12 Forms and Reports 36 on standard toolbar. This will save report in a PDF format.

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