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menus and toolbars with the database See Appendix B for instructions about importing the database from the CD
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Adding a Subform
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The main form and subform in a hierarchical form are synchronized so the subform displays only the records related to the record currently displayed in the main form You
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FIGURE 12-9
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The Police Alpha Card form
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can enter new records in either the main form or the subform A main form can have as many subforms as you need and you can even nest subforms up to two levels, which means you can have a subform within a subform You saw in the last chapter how to create a main form and a subform at the same time using the Form Wizard Simply create a new form with fields from two or more related tables If the relationship is one-to-many, the wizard shows fields from the one side in the main form and fields from the many side in the subform If you already have a main form and want to add a subform to it, you can use the Subform/Subreport Wizard available in the control toolbox
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You can use the Subform Wizard to create and insert a new subform or to insert an existing subform into a main form To use the wizard to add the Alpha Entry Subform to a copy of the Alpha Card form, do the following: 1 Open the Copy of Alpha Card form in Design view 2 Make sure the Control Wizards button is pressed in and click the Subform/ Subreport tool in the toolbox 3 Click in the form design and draw an outline where you want the subform You usually want the subform to span the width of the detail section in the form below the information in the main form After the wizard starts, do one of the following:
If creating a new subform, click Using existing Tables and Queries, and then
click Next Now choose from the Tables/Queries list and fields lists, just as when you create a regular form with the Form Wizard Then click Next
If you already created and saved the form you want to insert, choose Use an
existing form and select Alpha Entry Subform from the drop-down list (see Figure 12-10), and then click Next
FIGURE 12-10
Choosing an existing form as the subform
Part II:
Retrieving and Presenting Information
4 In the next dialog box, you can choose from a list of links assumed by Access or choose to define your own If you choose to define you own, the dialog box includes boxes where you can choose the fields that link the main form to the subform (see Figure 12-11) Choose the Index field in both forms, and then click Next 5 Enter a name for the subform or accept Alpha Entry Subform, and then click Finish 6 Open the property sheet and click the subform border (not the label) 7 Click the Data tab and make sure the Link Child Fields property refers to the foreign key in the subform and the Link Master Fields property refers to the linking field in the main form
FIGURE 12-11
Setting the linking fields
12:
Customizing Forms
Without the Subform Wizard
If you already created and saved the form you want to insert into the main form as a subform, the easiest way is to drag it to the form design from the Database window To accomplish this, do the following: 1 Open the main form in Design view, and then press F11 or click Database Window 2 Choose Window | Tile Vertically, so you can see both windows at once 3 Click the Forms tab in the Database window and drag the Subform icon from the Database window to the form design, usually into the Detail section (see Figure 12-12) 4 Open the property sheet and click the Data tab 5 Click the subform border, and check that the Source Object is Alpha Entry Subform 6 Click in the Link Child Fields property, then click the Build button to open the Subform Linker to check the linking fields
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