You will create a form so that users of the database can enter and edit registrations to the conference easily. You create an attractive report that groups the conference sessions by speaker, and then export it to PDF format for easy distribution. Finally, you create a Navigation Form so that database users can switch between major objects in the database readily.
Step 1
Start Access. Open the downloaded Access file named Exp19_Access_Ch04_HOEAssessment_Conference.accdb. Grader has automatically added your last name to the beginning of the filename. Save the file to the location where you are storing your files.
Step 2
You will create a form to manage the data in the Registration table. Use the Form tool to create the form and then modify the form as required. You will also remove the layout control from the form so that the controls can be repositioned freely.
Select the Registration table as the record source for a form. Use the Form tool to create a new form with a stacked layout.
Step 3
Change the form's title to Enter/Edit Registrants. Click the layout selector and with all of the fields and labels selected, set the width of the controls to about 3".
Step 4
Set the background color of the RegistrationID text box to Tan, Background 2, and set the font size to 14. Save the form as Edit Registrations.
Step 5
Open the Edit Registrations form in Design view. Select all controls in the Detail section of the form, and then remove the layout. View the form in Layout view. Delete the City label from the form and move the text box up and to the right of Address so that their top edges are aligned.
Step 6
Delete the State/Provence and Postal Code labels from the form and move the Postal Code text box up and to the right of State so that their top edges are aligned. Move the State/Provence and Postal Code text boxes up to below Address and City so that they close in the white space, keeping the spacing close to that of the controls above them.
Step 7
View the form in Print Preview and set the orientation to Landscape. Switch to Form view, and then save and close the form.
Step 8
You will create a report based on the Speaker and Room Schedule query. You decide to use the Report Wizard to accomplish this task. You are planning to email a copy of the report to your speakers, who are not all familiar with Access, so you will export the report as a PDF file prior to sending it.
Select the Speaker and Room Schedule query in the Navigation Pane as the record source for a report. Activate the Report Wizard and use the following options as you proceed through the wizard steps:
Select all of the available fields for the report. View the data by Speakers. Accept the default grouping levels and click Next. Use Date as the primary sort field in ascending order.
Accept the Stepped and Portrait options. Save the report as Speakers by Name.
Step 9
Switch to Layout view and apply the Retrospect theme to this report only. Switch to Report view to determine whether all the columns fit across the page. Switch back to Layout view.
Step 10
Delete the Room ID label and text box from the report. Drag the right edge of the Session Title text box to the right so that the column width is wide enough to display the values in the field (approximately 3"). Save the report.
Step 11
Switch to Print Preview and export the report as a PDF file named Speaker by Name. Close the reader program that displays the PDF report and return to Access. Close Print Preview. Close the report.
Step 12
You realize that the StartingTime field was not included in the query that is the record source for your report. You add the field to the query and then modify the report in Layout view to include the missing field.
Open the Speaker and Room Schedule query in Design view. Add the StartingTime field from the Sessions table to the query design grid, after the Date field. Run, save, and close the query.
Step 13
Open the Speakers by Name report in Layout view. Add the StartingTime field from the Field List pane by dragging it into the report layout. Click the selection handle at the top of the StartingTime column and move the column immediately to the right of the SessionTitle field. Switch to Print Preview, then save and close the report.
Step 14
You will create a Navigation Form so that users can switch between objects in the database readily.
Create a Vertical Tabs, Left Navigation Form.
Step 15
Drag the Edit Registrations form icon from the Navigation Pane onto the [Add New] tab at the left of the form.
Step 16
Drag the Speakers by Name report icon from the Navigation Pane onto the second [Add New] tab at the left of the form. Save the Navigation form with the default name, Navigation Form. Close the form.
Step 17
View the Room Information form and the data in Form view. Sort the records by Capacity in descending order. Save and close the form.
Step 18
Close all database objects. Close the database and then exit Access.