Forms Control Toolbar and Records Toolbar

Forms Control Toolbar:

1. Contains various tools to add or edit controls on a form such as

 Labels, Text boxes, List boxes, Radio buttons, Push buttons,

Date fields (with calendar dropdown).

2. To add a calendar to a date field:

 Select the date text box (Ctrl + Click), right-click,

choose Control Properties, scroll to Date Format, select
format by default its selected Standard (short) select
Standard (long) format., and enable DropDown for calendar.

3. To add a label and records(title or heading):

 Click the Label tool, drag to create label box, double-click it,
type the title in Label property, and set font style and size.

 You have to shift from Design View to Form View by clicking on

Design Mode button on the Forms Controls toolbar To add a
new record into the table using this form, click on New Record
button on the Records toolbar

4. Controls can be moved by selecting and dragging; use Ctrl +

Click to move only one part (label or textbox).

5. To resize a textbox, select it with Ctrl + Click and drag the position
handlers.

6. You can add a tooltip (help text) to controls by typing it in

the Help Text property, which shows a message on mouse hover.

7. Switch between Design View and Form View by clicking

the Design Mode button.

Records Toolbar:

1. Contains navigation buttons to move through records: First,

Previous, Next, Last.

2. Displays the current record number, which updates as you

navigate.

3. Has buttons to Add a New Record, Save Record, and Delete

Record.
 4. Allows direct navigation to a specific record by typing the record
number.

5. Helps in managing and editing data in forms efficiently.

6. Enables toggling between Design View and Form View using

the Design Mode button on the Forms Control Toolbar.

Summary:

 The Forms Control Toolbar is for designing and

customizing the form interface by adding interactive controls
linked to table fields.

 The Records Toolbar is for navigating and managing database

records shown through the form, enabling smooth data entry and
editing.

THE PRCATICAL STEPS PART

Chapter 10: Working with Multiple Tables
(Relation Setup)
How to create relationships in LibreOffice Base:

1. Open LibreOffice Base and your database.

2. Open the Tools menu, select Relationships.

3. Add the tables involved (e.g., Events and EventCategory).

4. Drag the common field (e.g., CategoryID) from one table to the
other to establish the relationship. The line is labeled as ‘l’ on the
primary key side and as ‘n’ on the foreign key side

5. Set referential integrity options if required (No action, Update

cascade, Set NULL, Set default).

6. Save and close the Relationships window.

Chpt 11 Queries
Using the Query Wizard:
 1. Open the database and click on Queries in the Database Pane.

2. Select Use Wizard to Create Query from the Tasks pane.

3. Choose the table (e.g., Events) from the list.

4. Select required fields (e.g., Event Name, Winner, CategoryID) and

move them to the query fields list.

5. Arrange the fields' order if needed, then click Next.

6. Set sorting order by choosing a field and ascending/descending

order, or skip by clicking Next.

7. Define criteria for filtering records (e.g., CategoryID = C001).

8. Skip summary/calculation steps if there is no numeric field.

9. Set alias names to make column titles user-friendly.

10. Review the query setup, give it a name, choose to display or

modify after creation.

11. Click Finish to view the results.

Using the Design View:

1. Click Queries in the Database Pane.

2. Click Create Query in Design View in the Tasks pane.

3. Add tables involved by double-clicking or selecting and clicking Add.

4. Close the Add Table dialog.

5. Add fields to the query grid by double-clicking field names.

6. Use the Alias row to assign user-friendly names.

7. Use the Sort row to set ascending or descending order.

8. In the Criteria row, specify filter conditions (e.g., "Athletics"

for Category Name).

9. Click Run Query (or press F5) to view results.

10. Save the query with a meaningful name.

Editing a Query:

1. Right-click the query name in the Queries list.

 2. Select Edit to open the query in Design View.

3. Modify fields, criteria, sorting, or aliases as needed.

4. Save changes and run the query to see updated results.

Working with Numerical Data in Queries:

1. In Query Design View, add the necessary numeric field (e.g., Points).

2. Use the Function row to select mathematical operations:

 Choose Group for grouping data.

 Choose Average, Sum, Count, Minimum, or Maximum as

needed.

3. Apply criteria in the Criteria row to filter groups (e.g., Category

Name = Athletics).

4. Run the query to get summarized numerical data.

IMPT POINTS:

a form contains field controls arranged in a presentable and user friendly

manner. Each field control consists of a label and the field value text box.
A label is a piece of text that specifies the data that should be entered in
the field value text box

REPORTS AND FORMS

Creating a Form Using Wizard

1. Open the database and click Forms in the Database Pane.

2. Click Use Wizard to Create Form in the Tasks pane.

3. Select the table (e.g., Events).

4. Select required fields and shift them to the form field list.

5. Skip adding subform unless needed and click Next.

6. Select the form layout (e.g., Columnar with labels).

7. Choose if the form is for displaying data, entering data, or both

(default: both).

8. Select styles like background color and borders.

 9. Enter a form name or accept default.

10. Click Finish to create and open the form.

Creating a Form Using Design View

1. Click Forms in the Database Pane.

2. Click Create Form in Design View.

3. Add table(s) or query(ies) via the Add Table dialog.

4. Drag fields from tables to the form.

5. Arrange and design controls (labels, text boxes, buttons) manually.

6. Save the form with a name.

Modifying a Form

1. In the Database Pane, right-click the form name.

2. Choose Edit to open in Design View.

3. To change background color:

 Right-click on the form and select Page Style.

 Choose color under Area tab and apply.

4. Edit labels by selecting and opening Properties to change text, font,

size.

5. Move controls by dragging while selected (use Ctrl to select only

label or textbox).

6. Resize controls by dragging corner handlers.

7. Add tooltips via Control Properties → Help Text.

Forms Control Toolbar (Addable Controls & Steps)

 Tools include Label, Text Box, List Box, Combo Box, Radio
Button, Check Box, Option Button, Push Button, Image
Button, Date Field etc.

 Add controls by clicking toolbar icon and drawing on form.

 Customize controls via Properties dialog.

  Add calendars to date fields via Control Properties.

 Add labels for titles/headings with text and font formatting.

 Add tooltips for guidance.

Recreating a Form (Wizard & Design View)

 Wizard: Use guided steps as above to quickly build a form via

wizard.

 Design View: Customize and build form step-by-step by adding fields

and controls manually.

Inserting Items in Reports Using Report Wizard

1. Click Reports in Database Pane.

2. Select Use Wizard to Create Report.

3. Choose table(s) or query(ies).

4. Shift required fields to report fields.

5. Rename field headers if needed.

6. Set grouping (e.g., by CategoryID) or skip.

7. Choose sorting order.

8. Select report layout (e.g., Tabular).

9. Set page orientation (Landscape/Portrait).

10. Name the report.

11. Finish to generate report.

12. For customization, edit report:

 Insert labels (title, subtitles).

 Insert date/time.

 Add graphics if needed.

A query is the most important feature of DBMS. Query is a
request for data, query helps to retrieve and display data from
one or more tables in a database. This is done by giving criteria
to the DBMS.

A form is a database object with a user-friendly interface that

allows data entry and viewing in a visually attractive and
accessible method. It serves as the front end for entering and
editing data into any database.

A report is a database object that helps to present retrieved

data from one or more tables or queries in a user-friendly,
understandable, and formatted manner. Unlike the simple row
and column format of datasheet view, reports allow the data to
be organized attractively with headings, grouping, and style for
easy reading and printing.

Keyboard Shortcuts from the Textbook:

 Ctrl + Click:
Used to select a control or label separately on a form, for
moving, resizing, or editing properties.
 F5 Key:
Used to run the query in the Query Design window and
display the results.
The field name along with the table name is displayed in the
Design grid present in the lower half of the Query Design
window

two main sections:

1. Tables Pane (Upper Section):
This section displays the tables and queries added to the
query. It lists all fields of the selected tables/queries and
allows users to select the fields they want to include in the
query.
2. Design Grid (Lower Section):
This is where you specify the query details by adding fields
to the grid, setting sorting order, defining criteria for
filtering records, and assigning aliases.