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When you want to display a list of data values in an open list, a list box is a good choice. When you view objects in the Database window in Details view, you re looking at the tables, queries, 373
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Figure 10-8. Option groups on the fdlgProductPrintOptions form.
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Part 3: Creating Forms and Reports in a Desktop Application
Microsoft Office Access 2003 Inside Out forms, reports, macros, or modules in a list box. Likewise, in Windows Explorer the list of file names and properties in the pane on the right side when you re in Details view is a list box. A list box can show a list of values you entered when you designed the control, a list of values returned by an SQL statement, the values of one or more fields in a table or in a query, or a list of field names from a table or a query. When you select a value from the list, you set the value of the control. You can use a list box on a form that edits data to display the value of one of the fields. When you choose a new value in the list box, you update the underlying field. You can also define a list box in which you can select multiple values. When you do this, however, the list box cannot update an underlying field. This type of list box is useful to allow a user to choose multiple items or options that your application code will use to perform some action. In the example shown in Figure 10-9 (the frmContactList form), the list box allows multiple selections and includes the set of names from the tblContacts table. This list box lets you select one or more entries by holding down the Shift key to select a contiguous range or by holding down the Ctrl key to select several noncontiguous entries. When you click the Edit button, a Visual Basic procedure evaluates your choices and opens the frmContacts form (see Figure 10-2) to display the selected contacts.
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Figure 10-9. A list box that allows you to pick multiple contacts to edit.
A list box like this one can use data from more than one field. In fact, the query behind this list box returns both the ContactID field (the primary key) from tblContacts and the expression that you see containing last name, first name, and middle initial. The list box hides the ContactID, but Visual Basic code behind the form uses that hidden value to quickly find the contacts you want. Combo boxes are similar to list boxes. The primary difference is that a combo box has both a text box and a drop-down list. One major advantage of a combo box is that it only requires space in the form for one of the values in the underlying list. However, you can choose only one value in a combo box. 374
Part 3: Creating Forms and Reports in a Desktop Application
Using Forms The PostalCode field in the frmCompanies form (see Figure 10-5) is set using a combo box, as shown in Figure 10-10. The combo box uses four fields from the underlying query the Zipcode, City, State, and County fields from the lookup query qlkpZips. When you select a postal code, the combo box sets the PostalCode field in the underlying record a very useful feature. Visual Basic code attached to this control also automatically copies the related City, County, and State data from the selected row in the combo box to the fields on the form for you. As long as you know the postal code, you don t have to enter the other related information. You ll find a similar combo box used in the application wherever you need to enter a postal code on a form.
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Figure 10-10.
An open combo box.
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Note In most cases, you will choose settings that disallow choosing a value that s not in the list in your combo boxes that update fields. You can also write Visual Basic code to examine a new value that a user tries to enter and determine whether it should appear in the list. You can learn about how to create code to deal with not in list values in 23.
Earlier in this chapter, you saw that one way to deal with the need to display lots of information on one form is to use a multiple-page form (frmContactsPages, shown in Figure 10-2 and Figure 10-3). Another way to organize the information on a single form is to use the tab control to provide what look like multiple folder tabs that reveal different information depending on the tab chosen much like the Options dialog box in Microsoft Access (choose Options from the Tools menu) provides View, General, Edit/Find, Keyboard, Datasheet, Forms/Reports, Pages, Advanced, International, Error Checking, Spelling, and Tables/Queries tabs. In the LawTrack Contacts database, a contact has basic contact information and notes, as well as related companies, contact events, and products. Open the frmContacts form to see how the tab control displays only one of these pieces of information at a time, as shown in Figure 10-11 on the next page. You can click the Companies tab (as shown in Figure 10-12 on the next page) or any of the other tabs to see additional information. Note that there s no programming required to implement tab selection and data display. See 13, Advanced Form Design, for details about how to use the tab control.
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