computer test on ACCESS2013

LECTURE NOTES

· Show how to apply a theme to a form.

· Show how to add a picture to a form.

· Show how to change the color of the form title.

BOXES

· Reference: Applying a Theme to a Form (AC 185)

· InSight: Working with Themes (AC 189)

· ProSkills: Written Communication: Understanding the Importance of Form Design (AC 193)

FIGURES

· Figure 4-4, Figure 4-5, Figure 4-6, Figure 4-7, Figure 4-8, Figure 4-9

TEACHER TIP

Discuss the importance of form design. When you create a form, it’s important to consider how the form will be used, so that its design will accommodate the needs of people using the form to view, enter, and maintain data.

CLASSROOM ACTIVITIES

1. Class Discussion:

1. Discuss the importance of how a form will be used and how the design must accommodate the needs of the people using the form. For example, if a form in a database mimics a paper form that users will enter data from, the form in the database should have the same fields in the same order as those on the paper form. This will enable users to tab easily from one field to the next in the database form to enter the necessary information from the paper form. Also, it’s important to include a meaningful title on the form to identify its purpose and to enhance the appearance of the form.

2. A form that is visually appealing makes the database more user-friendly and can improve the readability of the form, thereby helping to prevent errors in data entry. Finally, be sure to use a consistent design for all the forms in your database. Users will expect to see similar elements—titles, pictures, styles, and so on—in each form contained in a database. A mix of form styles and elements among the forms in a database could cause confusion and lead to problems when working with the forms.

2.Quick Quiz:

1. True or False: In Form view, you cannot make any design changes. (Answer: True)

2. True or False: You cannot add a picture to a form.(Answer: False)

LECTURE NOTES

· Demonstrate how to move from one field to another in a form.

TEACHER TIP

Remind students that to view, navigate, and change data using a form, they must be in Form view.

CLASSROOM ACTIVITIES

1. Class Discussion:

1. What key do you press to move to the next field? (Answer: Tab)

2. What key do you press to move to the last field? (Answer: End)

3. Ask students why it is advantageous to know how to navigate a form.

2. Quick Quiz:

1. True or False: You can navigate through a form the same way you navigate a table datasheet.(Answer: True)

2. True or False: When in the editing mode in a field, press Ctrl+End to move the insertion point to the beginning of the field value.(Answer: False)

LECTURE NOTES

· Demonstrate how to find a record using a form.

· Demonstrate how to find a record using the * wildcard character.

BOXES

· Reference: Finding Data in a Form or Datasheet (AC 194)

FIGURES

· Figure 4-10, Figure 4-11

TEACHER TIP

Although you can navigate through all the records in a form using the navigation bar, sometimes it is desirable in a large database to “jump” directly to a particular record. The Find command makes it possible to find a particular record more quickly, and allows users to specify the record they want to see and then navigate directly to that record. You choose a field to serve as the basis for the search by making that field the current field, and then you enter the value you want Access to match in the Find and Replace dialog box.

CLASSROOM ACTIVITIES

1.Class Discussion:

1. Where can you locate the wildcard character * on your keyboard? (Answer: Shift+8; Numeric keypad)

2. Ask students what a wildcard is and to give examples of when they might use one.

2. Quick Quiz:

1. Which tab would you select to locate the Find group?(Answer: Home tab)

2. Which button would you click to stop the search?(Answer: Cancel)

3. The _______ command lets you search for data in a form or datasheet. (Answer: Find)

LECTURE NOTES

· Demonstrate how to change a record in a data form.

· Demonstrate how to add a new record using the data form.

· Show a completed form for a new record.

FIGURES

· Figure 4-12, Figure 4-13

TEACHER TIP

Maintaining data using a form is often easier than using a datasheet because you can concentrate on all the changes required to a single record at one time. Remind students that forms are built on underlying tables or queries. The data that is being viewed in the form is “live” data from the table(s).Any modifications (changes, additions, deletions) made to the data in the form are recorded directly in the table.

CLASSROOM ACTIVITIES

1. What symbol appears in the upper-left corner of the form indicating that the form is in editing mode? (Answer: a pencil)

2. Which tab would you select to locate the Records group?(Answer: the Home tab)

2. Class Discussion:

1. What are some ways you can maintain a form in Form view? (Answer: You can edit the field values for a specific record, delete a record from the underlying table, or add a new record to the table.)

2. Ask students to discuss some procedures that might be implemented in an organization to manage the Customer table.

LECTURE NOTES

· Demonstrate how to preview a form.

· Demonstrate how to print one record.

FIGURES

· Figure 4-14

TEACHER TIP

Explain that Access can print as many form records as can fit on a printed page, all pages, a range of pages, or just the selected form record.

CLASSROOM ACTIVITIES

1. Creative Thinking Activity:

Discuss the advantages of previewing forms or records before printing them. Do you think there would be advantages to printing a form out first, reading it through, making corrections, and then printing it again? Before you answer, imagine that the report contains 1,000 records. Does your school require you to pay for the paper you use to print? (Some schools do.)Do you think that this is fair or do you feel that you should have unlimited printing privileges? If you work at home, would you be more likely to view a Print Preview to save on printing costs? Are there other advantages to previewing the report besides just being thrifty?

2. Quick Quiz:

1. In the Print dialog box, which option do you select to print the current form record? (Answer: Selected Record)

2. True or False: Clicking the Close button on the program window title bar closes only the database file.(Answer: False)

LAB ACTIVITIES

Ask students to add a new record to one of the tables using just the datasheet. Then have students delete that record in the datasheet. Next, have students make the same update but this time using the form. Again, have students delete the record they added. When finished, ask students to evaluate which process was easier. Explain that multiple records often are entered at the same time. Which of these processes (datasheet or form) would be most useful if you were going to enter, say, 100 records? Then consider which would be best if you were just going to make one update. Students should learn to be versatile as they consider the tasks they need to perform.

LECTURE NOTES

· Show how to create a form using the Form Wizard.

· Show how to create a subform.

· Demonstrate how to navigate to different main form and subform records.

FIGURES

· Figure 4-15, Figure 4-16, Figure 4-17

TEACHER TIP

You can create a form with a subform on two tables that have a previously established relationship. When the relationship between the tables is a one-to-many relationship, the main form will consist of data from the primary table and the subform will consist of data from the related table. The Form Wizard will make it easy for students to create a form with a subform. The form with subform is a great way to display data for tables that have a one-to-many relationship. Consider spending some time talking about the part of the Form Wizard where students choose the main form/subform format.

CLASSROOM ACTIVITIES

1. Quick Quiz:

1. When you create a form from two tables that are related, you actually create a main form for the data from the _____ table and a subform for the data from the related table.(Answer: D)

A. first

B. related

C. relationship

D. primary

2. When creating a form based on two tables, you first choose the primary table and select the ______ you want to include in the main form.(Answer: fields)

2. Class Discussion:

What is a subform? Ask students when would they use a subform. (Answer: When you create a form containing data from two tables that have a one-to-many relationship, you actually create a main form for data from the primary table and a subform for data from the related table. Access uses the defined relationship between the tables to join them automatically through the common field that exists in both tables.)

LECTURE NOTES

· Discuss how to create a report based on a query.

· Demonstrate how to create a report using the Report Wizard.

· Demonstrate how to select fields to include in a report.

· Show how to view a close-up display of the report.

BOXES

· InSight: Creating a Report Based on a Query (AC 208)

· InSight: Changing a Report’s Page Orientation and Margins (AC 212)

FIGURES

· Figure 4-18, Figure 4-19, Figure 4-20, Figure 4-21

TEACHER TIP

You can easily create a formatted printout of data in table(s) in a database by using the Report Wizard. The Report Wizard will take you through a series of steps that help you develop a new report. Explain how using Print Preview will save ink and paper. Encourage students always to look at the report in Print Preview to see if the report is as they want it to be. If not, they can make changes and then look at Print Preview again. Only when they are satisfied with how the report looks should they actually print it.

CLASSROOM ACTIVITIES

1. Quick Quiz:

1. True or False: You can create a report based on one or more tables. (Answer: True)

2. True or False: You cannot create a report based on queries.(Answer: False)

2. Class Discussion:

1. What is a report? (Answer: A report is a formatted printout of the contents of one or more tables or queries in a database. In Access, you can create your own reports or use the Report Wizard to create them for you.)

2. Ask students to give examples of when they might print a report.

TEACHER TIP

Records in a report (such as the one shown in Figure 4-21) might not be listed in primary key order until after you close and reopen the report (and possibly, after you close the report, compact and repair the database, and reopen the report). The solution file shows the records in primary key order because the database has been closed and compacted.

LECTURE NOTES

· Show how to apply a theme to a report.

· Show how to change the alignment of field values.

· Show how to move and resize fields on a report.

· Show how to change the title font color and insert a picture in a report.

FIGURES

· Figure 4-22, Figure 4-23, Figure 4-24

TEACHER TIP

Similar to Layout view for forms, Layout view for reports enables you to make modifications to the report’s design. Many of the same options—such as those for changing the AutoFormat and changing the color of text and lines—are provided in Layout view for reports.You can insert a picture into a report to improve its appearance. Once the picture is inserted into the report, you can move it around and adjust its size and location.

CLASSROOM ACTIVITIES

1. Quick Quiz:

1. True or False: The same themes available for forms are also available for reports. (Answer: True)

2. True or False: To change the report title, what must be selected?(Answer: the report title)

2. Class Discussion:

1. In what ways can you improve the appearance of a report? (Answer: You can add a picture to a report for visual interest or to identify a particular section of the report. You can also change the color of text in the report to enhance its appearance.)

2. Remind students to keep in mind their audience when creating the report.

3. When might you want to change the colors in a report?

LECTURE NOTES

· Demonstrate how to apply conditional formatting to a field in a report.

· Discuss the importance of previewing reports.

BOXES

· ProSkills: Problem Solving: Understanding the Importance of Previewing Reports (AC 219)

FIGURES

· Figure 4-25, Figure 4-26, Figure 4-27, Figure 4-28

TEACHER TIP

Discuss how conditional formatting in a report (or form) is special formatting applied only to certain field values depending on one or more conditions—similar to criteria you establish for queries. If a field value meets the condition or conditions you specify, the formatting is applied to the value.

CLASSROOM ACTIVITIES

1. Quick Quiz:

1. True or False: Conditional formatting in a report (or form) is special formatting applied to certain field values depending on one or more conditions.(Answer: True)

2. True or False: If a field value meets the condition or conditions specified, the formatting is not applied to the value.(Answer: False)

2. Class Discussion:

1. What is the importance of displaying a report in Print Preview? (Answer: When you create a report, it is a good idea to display the report in Print Preview repeatedly as you continue to develop the report. Doing so will give you a chance to find any formatting problems or other issues so that you can make any necessary corrections before printing the report. It is particularly important to preview a report after you’ve made changes to its design to ensure that the changes you made have not created new problems with the report’s format. Before printing any report, you should preview it so you can determine where the pages will break, and make any necessary adjustments so that the final printed output looks exactly the way you want it to.)

2. Ask students to think of other ways they could “go green” using Access.

TEACHER TIP

The student’s printer driver might format a report’s pages differently, even if the student follows the steps in the tutorial exactly. So the student’s results might vary from those given in the solution file—including the appearance of a blank page every alternate page in the report—but this does not necessarily indicate that the student made an error. When printing a report, students might receive an error message noting that the section width is greater than the page width. Again, this might be caused by the specific printer and printer driver a student is using. Students can try resizing columns to get them to fit on the page or simply print the report as is, knowing that the report might contain some blank pages but that this does not mean the student made an error.

· Case Problems: A typical NP tutorial has four Case Problems following the Review Assignments. Short tutorials can have fewer Case Problems (or none at all); other tutorials may have five Case Problems. The Case Problems provide further hands-on assessment of the skills and topics presented in the tutorial, but with new case scenarios. There are four types of Case Problems:

1. Apply. In this type of Case Problem, students apply the skills that they have learned in the tutorial to solve a problem. Apply Case Problems can include Explore steps, which go a bit beyond what was presented in the tutorial, but should include only one or two Explore steps if any at all.

1. Create. In a Create Case Problem, students are either shown the end result, such as a finished Word document, and asked to create the document based on the figure provided; or, students are asked to create something from scratch in a more free-form manner.

1. Challenge. A Challenge Case problem involves three or more Explore steps. These steps challenge students by having them go beyond what was covered in the tutorial, either with guidance in the step or by using online Help as directed.

1. Troubleshoot. In this type of Case Problem, certain steps of the exercise require students to identify and correct errors-which are intentionally placed in the files. This is intended to promote problem solving and critical thinking.

A tutorial does not have to include each of the four types of Case Problems; rather, the tutorial’s content should dictate which Case Problems to include. It’s possible, therefore, that some tutorials might have three Case Problems of one type and only one Case Problem of a different type. To the extent possible, the first Case Problem in a tutorial should be an Apply so that the Case Problems progress in degree of difficulty.

· ProSkills Exercises: This feature is new for Office 2013 and Windows 7. ProSkills exercises integrate the technology skills students learn with one or more of the following soft skills: decision-making, problem-solving, teamwork, verbal communication, and written communication. The goal of these exercises is to enhance students’ understanding of the soft skills and how to apply them appropriately in real-world, professional situations that also involve software application skills. ProSkills exercises are offered at various points throughout a text, encompassing the concepts and skills presented in a standalone tutorial or a group of related tutorials.

·

· Conditional formatting (AC 217)

· Detail record (AC 207)

· Form view (AC 181)

· Form Wizard (AC 181)

· Grouped report (AC 206)

· Landscape orientation (AC 207)

· Layout view (AC 181)

· Main form (AC 200)

· Portrait orientation (AC 207)

· Report Wizard (AC 207)

· Subform (AC 200)

· Wildcard character (AC 195)