Datasheet

Part I ✦ The Fundamentals

an address label layout. Conversely, you do not have to place every field that you

define on a layout. You might want to create a field to use only as a test for a calcu-

lation (determining whether another field is blank, for example) but not place it on

any layout.

Keep in mind that data you enter in one layout automatically appears in any other

layouts that use those same fields. And although you can — and usually will —

create an all-encompassing layout for data entry, you can use the other layouts for

data entry, too.

Because you can make new layouts whenever you like (even after a database con-

tains records), you can design additional reports, labels, and data entry screens as

the need arises. And if you didn’t originally remember to create a field that is criti-

cal to a layout, you can also add fields as you need them.

Remember the following important points about layouts:

✦ Every database can have as many different layouts as you need.

✦ Every layout can use as many or as few of the defined fields as you like.

✦ A database can have fields that aren’t included in any layout.

✦ Like with the process of defining new fields, you can create, modify, or delete

layouts whenever the need arises.

Understanding layout parts

Layouts are divided into parts. Like a word processing document, a layout can have

a body, header, and footer. Each of these elements is a part. Every part can contain

database fields, graphics, static text, and other embellishments. (As you will learn

in Chapter 5, information in some parts is visible both onscreen and in reports, but

you can see information in other parts only when you print a report or use the

Preview command.)

The following layout parts are available to you:

✦ Title header and title footer: This special header or footer appears only on the

first page of a report. It substitutes for any other header or footer part that

has been defined for the layout.

✦ Header and footer: Headers and footers appear at the top or bottom, respec-

tively, of every page of a report or other type of layout. (If you create a title

header or footer, it replaces the normal header or footer on the first page of

the report.) Page numbers, logos, and the current date are popular items to

place in a header or footer.

✦ Body: Unlike other layout parts, information in the body appears in every

record in the database. For this reason, you normally place most fields in

the body.

06_082771_ch01.qxp 8/25/06 3:23 PM Page 14