Chapter 12. Forms and Reports

Unit 3.
Database Management System using LibreOffice base

Chapter 11. Forms and Reports
o While doing data entry, the user may accidentally or intentionally alter the data in the
table. Therefore, LibreOffice Base provides the Form feature for data entry purposes.
o When the user wants to retrieve and view the data from one or more tables in a
database using queries, it is again displayed in data-sheet view. The Report feature
of OpenOffice Base helps to present the retrieved data in a user friendly,
understandable and formatted manner.
o Both reports and forms are considered as objects of the database and are present in
the Database Pane of the LibreOffice Base User Interface.
Forms
o A form is an object of the database that has a user-friendly interface where data can
be entered and seen in an attractive and easy-to-read format.
o For any database, it is the front end for data entry and data modification.
o It displays the data in a layout design by us and not just in a simple row and column
format.
o A form contains field controls arranged in a presentable and user-friendly manner.
o Each field control consists of a label and the field value text box.
o A label is a piece of text that specifies the data that should be entered in the field
value text box.
o There are two ways to create a form – 1. Using a wizard 2. Using the Design View
Forms Control Toolbar
o The forms control toolbar contains various tools to add or edit controls on the
form.
Records Toolbar
o The Records toolbar contains the navigation control buttons in the extreme left.
Editing the labels
o To edit the labels, Press the keyboard shortcut key Ctrl+Click to select the label. The
position boxes will appear around the label.
Changing the size of the textbox control
o To change the size of the textbox control, press Ctrl button while clicking on the
textbox. It will be selected with position handlers around it.
Adding a Tool tip
o A tool-tip is a small piece of text that is displayed when the mouse pointer is placed
on a particular control.
o Say for example, if the mouse pointer is placed over EventID text-box, a message
‘Enter Event Identification Number’ can be displayed.
Labels
o While designing a form, we may need to enter titles, headings or subheadings. It is
called as Labels.
Or
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o A label is a piece of text that specifies the data that should be entered in the field
value text box.
o It is possible to create Labels in the form while designing.
Reports
o A report is another useful feature of a database management system. We have seen
that the records that have been extracted using a query are displayed in a simple row
and column format.
o A report is used to present the retrieved data in an attractive and customized
manner.
o We can create a report based on a table or a query or both.
o By default, the type of report is Dynamic. That means as the field values in the base
table or query change, the report will also change automatically. If you don’t want
automatic updation of the report, choose the Static option.
Questions
1. Explain the concept and significance of the following:
(a) Forms
(b) Reports
2. What is difference between Form and Reports?
3. A ______ is an interface in a user specified layout that lets to view, enter, and change data
directly in database objects such as tables. Ans: Form
Book Exercise
A. Multiple choice questions
1. Which of the following toolbars contains the Label tool?
(a) Standard Toolbar (b) Forms Controls Toolbar
(c) Records toolbar (d) Formatting toolbar
2. The Record toolbar has the buttons to move to the
(a) first record (b) second record (c) last record (d) all records
3. Which of the following is NOT true about forms?
(a) It is the front end for data entry (b) It can contain only text fields
(c) Graphics can be inserted on the form (d) It can contain only fixed number of
records
4. Which of the following keys is pressed to select only textbox on the form?
(a) Alt (b) Shift (c) Ctrl (d) Tab
5. Which of the following properties in the Properties: Label Field text box is used to insert a
tool-tip on the form?
(a) Tool Text (b) Help Text (c) Tool Tip (d) Help Tip
6. Which of the following objects of LibreOffice Base is used to display data retrieved from
one or more tables in a presentable manner?
(a) Query (b) Form (c) Report (d) Panel
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7. Which of the following values of Date Format property is selected to view a calendar on the
form?
(a) Standard (short) (b) Standard (long)
(c) Default (d) Standard (Medium)
8. Which of the following commands on the Forms Control toolbar is used to toggle between
Design View and Form view?
(a) Design Mode (b) Toggle Mode (c) View Mode (d) Print mode
9. Using which of the following objects in a database, can a report be generated?
(a) Tables (b) Queries (c) Both a and b (d) Neither a nor b
10. Which of the following components open along with the Report Wizard?
(a) Report Builder (b) Add Fields dialog box
(c) Both (a) and (b) (d) Neither (a) nor (b)
B. State whether the following statements are True or False

1. Report is an object of a database but form is not. Ans: False
2. We can choose the layout of the form. Ans: True
3. We have to add all fields of the table on the form. Ans: False
4. There are two ways n which a form can be created. Ans: True
5. A report is generated in a separate window. Ans: True
6. Once a control is added on to the form, it cannot be re positioned. Ans: False
7. The Record toolbar has the button to add a new record. Ans: True
8. We can create a report only using a table. Ans: False
9. By default, the records in a report are sorted in descending order. Ans: False
10. We can group data based on a particular field in a report. Ans: True
11. A report can have data only in row and column format. Ans: False
12. We can insert both date and time of generation of report. Ans: True
13. A report once created cannot be edited. Ans: False
C. Fill in the blanks

1. A form can be used for Enter and View data.
2. Each field control consists of a label and field value.
3. A label is a piece of text that specifies the data that should be entered in the field value text
box.
4. By default the border of the field text value is displayed in 3D.
5. A tooltip is a small piece of text that is displayed when the mouse pointer is placed on a
particular control on the form.
6. The default orientation option for a report is landscape.
7. A layout is the manner in which the labels, field values, titles etc. will be displayed in the
report.
8. The option to insert date and time in the report is present in insert menu.
9. A Report Wizard contains Six steps.
10. A dynamic type of report changes automatically as the field values in the base table or
query change.
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D. Answer the following questions
1. Give one difference between a form and a report.
Ans:
o A form is an object of the database that has a user-friendly interface where data can
be entered and seen in an attractive and easy-to-read format.
o A report is used to present the retrieved data in an attractive and customized manner.
2. What is a field control with respect to forms?

Ans:
o A form contains field controls arranged in a presentable and user-friendly manner.
o Each field control consists of a label and the field value text box.
3. Which tool on the Forms Record toolbar is used to insert text on the form?
Ans: Text box
4. Name the two ways to create a form in LibreOffice Base.

Ans: There are two ways to create a form in LibreOffice Base –
(a) Using a wizard
(b) Using the Design View
5. What is the difference between a static and a dynamic report?

Ans:
o A Dynamic report means as the field values in the base table or query change, the
report will also change automatically.
o A Static report means as the field values in the base table or query change, the
report will not change automatically.
Note: By default, the type of report is Dynamic
6. Write the function of Forms Controls toolbar and Records toolbar.

Ans:
Forms Control Toolbar
o The forms control toolbar contains various tools to add or edit controls on the
form.
Records Toolbar
o The Records toolbar contains the navigation control buttons in the extreme left.
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Unit 3.

Database Management System using LibreOffice base

B. State whether the following statements are True or False

C. Fill in the blanks

2. What is a field control with respect to forms?

4. Name the two ways to create a form in LibreOffice Base.

5. What is the difference between a static and a dynamic report?

6. Write the function of Forms Controls toolbar and Records toolbar.

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