Exploring Microsoft Office 2013 Volume 1 1st Edition Poatsy Solutions Manual

Exploring Microsoft Office 2013 Volume
1 1st Edition Poatsy Solutions Manual

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Instructor’s Manual Materials to Accompany
EXPLORING MICROSOFT® OFFICE 2013, VOLUME 1
ACCESS CHAPTER 4: Creating and Using Professional Forms and
Reports: Moving Beyond Tables and Queries
Available Instructor Resources

Resource File Name Found
Online Instructor Resource
Student Data Files various Center
Solution Files various Center
Answer Keys Online Instructor Resource
Matching a04_answerkey_match Center
Multiple Choice a04_answerkey_mc
Concepts Checks a04_answerkey_concepts
Scorecards a04b1Tips_scorecard Center
Scoring Rubrics a04b1Tips_rubric Center
Annotated Solution File a04b1Tips_annsolution Center
Scripted Lecture (Script) a04_script Online Instructor Resource
Scripted Lecture Solution a04_script_solution Center
Scripted Lecture Data a04_script_data
PowerPoint Presentation a04_powerpoints Center
Testbank a04_testbank Center
Instructor's Manual (lesson plans incl.) a04_instructormanual Center
Assignment Sheet a04_assignsheet Center
Prepared Exam (Chapter & Application)
Prepared Exam-Chapter instruction a04_exam_chap_instruction
Prepared Exam-Chapter solution a04_exam_chap_solution
Prepared Exam-Chapter data a04_exam_chap_data
Prepared Exam-Chapter annotated
solution a04_exam_chap_annsolution Online Instructor Resource
Prepared Exam-Chapter scorecard a04_exam_chap_scorecard Center
Prepared Exam-Application
instruction a04_cumexam_instruction
Prepared Exam-Application solution a04_cumexam_solution
Prepared Exam-Application data a04_cumexam_data
Prepared Exam-Application annotated
solution a04_cumexam_annsolution
Prepared Exam-Application scorecard a04_cumexam_scorecard
File Guide a04_file_guide Center
Instructor Resource Card a04_ircard Center
Objective Map a04_objectivesmap Center
Companion Website for
Online Chapter Review a04_chapt_checklist Students
Grader Project
Grader-instruction a04_grader_instruction
Grader-solution a04_grader_solution Online Instructor Resource
Grader-data a04_grader_data Center
Grader-annotated solution a04_grader_annsolution
Grader-scorecard a04_grader_scorecard
Additional Projects (Practice & Mid-
Level)
Additional Proj-Practice instruction a04_p_addproject_instruction
Additional Proj- Practice solutions a04_p_addproject_solution
Additional Proj-Practice data a04_p_addproject_data
Additional Proj-Practice annotated
solution a04_p_addproject_annsolution Online Instructor Resource
Additional Proj-Practice scorecard a04_p_addproject_scorecard Center
Additional Proj-Mid-Level instruction a04_ml_addproject_instruction
Additional Proj-Mid-Level solutions a04_ml_addproject_solution
Additional Proj-Mid-Level data a04_ml_addproject_data
Additional Proj-Mid-Level annotated
solution a04_ml_addproject_annsolution
Additional Proj-Mid-Level scorecard a04_ml_addproject_scorecard
CHAPTER OBJECTIVES
When students have finished reading this chapter, they will be able to:
▪ Create forms using form tools ▪ Create reports using report tools
▪ Use form views ▪ Use report views
▪ Work with a form layout control ▪ Modify a report
▪ Sort records in a form ▪ Sort records in a report
▪
CHAPTER OVERVIEW
The students will learn how to create forms to input and modify data as well as how to create a
report for displaying data in a useful format.
The major sections in this chapter are

1. Form Basics. In this section, you will learn the basics of form design. You will discover multiple
methods to create and modify Access forms.
2. Report Basics. In this section, you will create reports in Access by first identifying a record
source, then sketching the report, and finally choosing a Report tool. You will learn how to
modify a report by adding and deleting fields, resizing columns, and adding a color scheme. You
will also learn about the report sections, the report views, and controls on reports.
CLASS RUN-DOWN
1. Have students turn in homework assignments.
2. Talk about the material in the chapter using the discussion questions given in a later section.
3. Use the PowerPoint presentation to help students understand chapter content.
4. Demonstrate Access 2013 forms and reports.
5. Run through Scripted Lectures for the chapter. Give special attention to areas where students might be
challenged.
6. Use myitlab for in-class work or to go over homework.
7. Have students complete the Capstone Exercise for Access Chapter 4.
8. Give students Homework Handout for next class period.
LEARNING OBJECTIVES
At the end of this lesson students should be able to:
▪ Create forms using the form tools.
▪ Modify a form.
▪ Sort records in a form.
▪ Identify form sections.
▪ Revise forms using form views.
▪ Identify control types in forms.
▪ Create reports using report tools.
▪ Modify a report.
▪ Sort records in a report.
▪ Identify report sections.
▪ Revise reports using report views.
▪ Identify control types in reports.
KEY TERMS
Controls—The text boxes, buttons, boxes, and other tools you use to add, edit, and display the data
in a form or report.
Datasheet form—Replica of a table or query’s Datasheet view.
Design view—Allows you to change advanced design settings you cannot see in the Layout view,
such as background image.
Form—Database object used to add, update, or delete data in a table.
Form tool—One of 14 tools used to create data entry forms for customers, employees, products,
and other primary tables.
Form view—Simplified interface primarily used for data entry. This view does not enable you to
make changes to the layout.
Label Wizard—Enables you to create mailing labels, name tags, and other specialized tags.
Layout control—Provides guides to help keep controls aligned horizontally and vertically and give
your form a uniform appearance.
Layout view—Enables users to make changes to the layout while viewing the data on the form.
Mailing label report—Specialized report that comes preformatted to coordinate with name-brand
labels.
Multiple Items form—Displays multiple records in a tabular layout and provides more design and
control options than a datasheet.
Portable Document Format (PDF)—A file type that was created for exchanging documents
independent of software applications and operating system environment.
Print Preview—Enables you to see what the report will look like when it is printed.
Record source—The table or query that supplies the records for a form or report. If you want to
include all the records from a single table, use the table. If you want to filter the records in a table,
or if you want to combine records from two or more related tables, use a query.
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Report—Printed document that displays information from a database in a format that provides
meaningful information to its readers.
Report tool—Use to create a tabular report based on the selected table or query. There are five
different tools for creating reports.
Report view—Enables you to see what the printed report will look like in a continuous page layout.
Report Wizard—Asks you questions and then uses your answers to generate a report. You can
choose grouping, sorting, or summary options, as well as the report’s layout.
Split form—Combines two views of the same record source. One section is displayed in a stacked
layout and the other section is displayed in a tabular layout. You can add, edit, or delete records in
either section.
Splitter bar—Divides a split form into two halves. The top and bottom halves are synchronized at all
times.
Stacked layout form—Displays fields in a vertical column, and displays one record at a time.
Tabular layout form—Displays records horizontally, with label controls across the top and the data
values in rows under the labels.
Theme—A defined set of colors, fonts, and graphics that can be applied to a form (or report).
DISCUSSION QUESTIONS
• What is a form and why is it used?
• What are the different views of a form and how are they different?
• What is the difference between a subform and a split form?
• What is a report? Why is it important to plan the layout of a report?
• What are the steps in planning a report?
• How are the different report views available in Access?
• Why should you always preview your report before printing?
WHEN USING SCRIPTED LECTURE IN CLASS, DEMONSTRATE HOW TO:

• Use the Form Tool and Adjust Column Widths in a Form
• Create a Split Form
• Create a Multiple Items Form
• Create a Datasheet Form and Add/ Delete a Field from a Form
• Add a Field to a Form
• Change the Sorting in a Form and Remove Sorting in a Form
• Alter a Form in Design View
• Edit Data in Form View
• Add a Calculated Control to a Form
• Add Styling to a Form
• Add/Delete a Field to a Report
• Adjust Column Widths in a Report
• Add a Color Scheme to the Report
• Use the Report Wizard
• Add Totals to a Group Footer/Report Footer in Layout View
• Add a Calculated Control to a Report in Design View
CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS

• Using the database you created to track your favorite stocks and mutual funds, create a report
listing your investments by date you bought them.
• Using the database of contact information for friends and family, create a report listing the
name, addresses, and telephone numbers of your friends and family.
• Using the database you created to track the value of your household items, create a report that
lists the household items by room along with a total value of each room, then a total for the
entire household.
TEACHING NOTES
Form Basics
A form is used to add or edit data in a table. Access provides 14 different tools for creating forms.
A. Creating Forms Using Form Tools

• If you use a form, you are less likely to edit the wrong record.
• Forms can show data from multiple tables at once.
• Forms can be customized to match a paper form.
• A record source is the table or query that supplies the records.
• The Form tool creates a basic form.
• Controls are the text boxes, buttons, boxes, and other tools you use to add, edit, and
display data in a form or report.
• A subform displays data from a related table for each record in the main table.
❖ Teaching Tips: A split form combines two views of the same record source—one section
is displayed in a stacked layout and the other section is displayed in a tabular layout.
❖ Teaching Tips: A multiple-item form displays multiple records in a tabular layout similar
to a table’s Datasheet view, with more customization options.
❖ Teaching Tips: Datasheet form is a replica of a table or query’s Datasheet view except
that it still retains some of the form properties.
❖ Teaching Tips: The Form Design tool and the Blank Form tools can be used to create a
form manually.
❖ Teaching Tips: The Navigation option in the Forms group enables you to create user
interface forms that have the look and feel of a Web-based form and enable users to
open and close the objects of a database.
❖ Teaching Tips: The Modal Dialog Form tool can be used to create a dialog box.
B. Using Form Views
• Form view is a simplified interface used for data entry. Form view allows no changes.
• Layout view allows users to make changes to the layout while viewing the data on the
form.
• Design view allows you to change advanced design settings you cannot see in the Layout
view.
❖ Teaching Tips: Most users will work in Form view. This allows changes to data but not to
design elements.
• Alter a form in Layout view: Layout view allows you to change the design of a form while
viewing data.
• Fields can be added to an existing form using the Field List.
❖ Teaching Tips: Fields can be removed, but you might need to select the entire control to
avoid leaving empty space in the form.
❖ Teaching Tips: Column widths often need to be adjusted. Numeric fields might show up
as #### if the value cannot be displayed in the box.
• There are three Form Layout tabs that allow you to manipulate the design of a form.
C. Working with a Form Layout Control
• The Arrange tab appears in both Layout view and Design view and allows you to change
form layout, field order, and spacing options.
• The Table group lets you add gridlines, change from stacked to tabular layout (and vice
versa), or remove a form’s layout.
• The Move group allows you to move fields.
• The Position group lets you modify the margins and the padding of controls in a form.
D. Sorting Records in a Form
• Default sort order is the sort order of the data source (table, query, etc.).
• Forms can be sorted by a single field in either ascending or descending order.
• Sorts can be removed from a form at any point.
Report Basics
A report is a document that displays information from a database in a format that outputs meaningful
information to its readers.
A. Creating Reports Using Report Tools

• Access reports can be printed, viewed on screen, or saved as files.
• Reports cannot change data in your database.
❖ Teaching Tips: The Report tool instantly creates a tabular report based on the table or
query currently selected. The Report Design tool creates a new blank report in Design
view. The Blank Report tool creates a new blank report so that you can insert fields and
controls manually and design the report. The Report Wizard tool helps you create a
report. The Labels tool creates a page of mailing labels using a template.
• The Report Wizard will guide you step by step through creating a report, asking
questions and generating output.

• The Report Wizard options will change when you add grouping. It will also allow
summary options such as creating a sum of a field for each grouping level.
• The Label Wizard can produce printable labels. Access includes predefined standard
formats for common labels.
B. Using Report Views
• Report view is ideal for viewing data onscreen. Neither data nor design can be changed.
• Layout view allows you to change the design of a report while viewing data.
• Print Preview shows the way the report will display when printed. It also allows you to
save the report as a file in a number of formats.
C. Modifying a Report
• The Design tab allows you to add or change sorting, change report theme, and insert
additional controls.
• The Arrange tab allows you to change the report layout, move fields, and insert spaces.
• The Format tab allows changes to the font, including bold, italic, underlining, font size,
font color, font background, and alignment.
• Fields can be added to an existing report using the Field List
• Fields can be removed, but you might need to select the entire control to avoid leaving
empty space in the report.
❖ Teaching Tips: Column widths often need to be adjusted. Numeric fields might show up
as #### if the value cannot be displayed in the box.
• You can display the report in portrait or landscape format and increase or decrease
margin size.
• Themes can be applied to a single report or to all objects in the database.
❖ Teaching Tips: The Layout control keeps the fields neatly spaced, making it harder to
place fields in an exact location but keeping a standard format.
D. Sorting Records in a Report
• Default sort order for reports is the sort order of the record source.
• Change the sorting in a report: Sorting can be done by a single or by multiple fields.
ONLINE CHAPTER REVIEW

To find an online chapter review to help your students practice for tests, visit the Companion Web site
at http://www.pearsonhighered.com/exploring/.
ADDITIONAL WEB RESOURCES

1. Create an Access form: http://office.microsoft.com/en-us/access-help/create-an-access-
form-HA102749786.aspx?CTT=5&origin=HA102809525
2. Introduction to reports in Access: http://office.microsoft.com/en-us/access-
help/introduction-to-reports-in-access-
HA102749545.aspx?CTT=5&origin=HA102809525
3. Create a grouped or summary report: http://office.microsoft.com/en-us/access-
help/create-a-grouped-or-summary-report-HA010341571.aspx

PROJECTS AND EXERCISES
Data file Save As
Hands-On Exercise 1 a04h1Coffee a04h1Coffee_LastFirst
Hands-On Exercise 2 a04h1Coffee_LastFirst a04h2Coffee_LastFirst
a04h2Products_LastFirst
Practice Exercise 1 a04p1Prospects a04p1Prospects_LastFirst
Practice Exercise 2 a04p2Insurance a04p2Insurance_LastFirst
Mid-Level Exercise 1 a04m1Rewards a04m1Rewards_LastFirst
Mid-Level Exercise 2 a04m2Auction_LastFirst
Collaboration a04t1Phones a04t1Phones_LastFirst
a04t1Phones a04t1Phones_GroupName
a04t1Keep_LastFirst
a04t1Discard_LastFirst
Beyond the a04b1Books a04b1Books_LastFirst

Classroom 1:
General
Beyond the a04b2Split_LastFirst

Classroom 2:
Research
Beyond the a04b3Sales a04b3Sales_LastFirst

Classroom 3:
Disaster Recovery
Beyond the a04b4Perform a04b4Peform_LastFirst

Classroom 4:
Skills Video Case
Capstone a04c1NatConf a04c1NatConf_LastFirst
a04c1Speaker_LastFirst

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL
Key Terms Matching Answer Key
1. A form (c) is a database object that is used to add data into or edit data in a table. p. 792
2. The form tool (d) is used to create data entry forms for customers, employees, products, and other
primary tables. p. 792
3. The record source(l) is the table or query that supplies the records for a form or report. p. 793
4. Stacked layout (r) displays fields in a vertical column. p. 794
5. Tabular layout (s) displays data horizontally. p. 794
6. The controls (a) are the text boxes, buttons, boxes, and other tools you use to add, edit, and display
the data in a form or report. p. 794
7. Layout control (g) provides guides to help keep controls aligned horizontally and vertically and give
your form a uniform appearance. p. 794
8. Form view (e) is a simplified interface primarily used for data entry; does not allow you to make
changes to the layout. p. 794
9. Layout view (h) enables users to make changes to a layout while viewing the data on the form or
report. p. 795
10. Design view (b) enables you to change advanced design settings you cannot see in the Layout view,
such as a background image. p. 795
11. Split Form (q) combines two views of the same record source—one section is displayed in a stacked
layout and the other section is displayed in a tabular layout. p. 796
12. Multiple Items form (i) displays multiple records in a tabular layout similar to a table’s Datasheet
view, with more customization options. p. 797
13. A theme (t) is a defined set of colors, fonts, and graphics that can be applied to a form or report. p.
801
14. A report (m) is a document that displays information from a database in a format that outputs
meaningful information to its readers. p. 812
15. The Report tool (n) is used to instantly create a tabular report based on the table or query currently
selected. p. 812
16. The Report Wizard (p) asks you questions and then uses your answers to generate a customized
report. p. 814
17. A Label Wizard (f) enables you to easily create mailing labels, name tags, and other specialized tags.
p. 818
18. Report view (o) enables you to see what a printed report will look like in a continuous page layout.
p. 819
19. Print Preview (k) enables you to see exactly what the report will look like when it is printed. p. 820
20. Portable Document Format (PDF) (j) is a file type that was created for exchanging documents
independent of software applications and operating system environment. p. 820
Multiple Choice Answer Key

1. The table or query that supplies the records for a form or report is also known as the:
(b) Record Source.
2. Which of the following statements is false?

(d) Stacked layouts are more common for reports because they will use less paper when printed.
3. Which of the following is not an example of a control?

(c) A report
4. The simplest interface you can use to modify control widths in a form is in:
(a) Layout view.
5. Which of the following views is the most powerful, but also the most complicated?
(a) Design view.
6. Which of the following statements about reports is false?

(b) Reports are primarily used to modify data.
7. Use the ____________ to see exactly what the printed report will look like before printing.
(d) Print Preview
8. If you have a client working on a Mac system, which of the following file formats would be the best
choice to use to ensure the client can open it?
(d) Portable Document Format (PDF)

(b) Layout controls for forms and reports are the defined sets of colors, fonts, and graphics.

(d) You can either group or sort (but not both).

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Exploring Microsoft Office 2013 Volume

1 1st Edition Poatsy Solutions Manual

Available Instructor Resources

The major sections in this chapter are

Datasheet form—Replica of a table or query’s Datasheet view.

Form—Database object used to add, update, or delete data in a table.

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

WHEN USING SCRIPTED LECTURE IN CLASS, DEMONSTRATE HOW TO:

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS

A. Creating Forms Using Form Tools

A. Creating Reports Using Report Tools

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

ONLINE CHAPTER REVIEW

ADDITIONAL WEB RESOURCES

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Hands-On Exercise 1 a04h1Coffee a04h1Coffee_LastFirst

Hands-On Exercise 2 a04h1Coffee_LastFirst a04h2Coffee_LastFirst

Practice Exercise 1 a04p1Prospects a04p1Prospects_LastFirst

Practice Exercise 2 a04p2Insurance a04p2Insurance_LastFirst

Mid-Level Exercise 1 a04m1Rewards a04m1Rewards_LastFirst

Mid-Level Exercise 2 a04m2Auction_LastFirst

Collaboration a04t1Phones a04t1Phones_LastFirst

Beyond the a04b1Books a04b1Books_LastFirst

Beyond the a04b2Split_LastFirst

Beyond the a04b3Sales a04b3Sales_LastFirst

Beyond the a04b4Perform a04b4Peform_LastFirst

Capstone a04c1NatConf a04c1NatConf_LastFirst

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

4. Stacked layout (r) displays fields in a vertical column. p. 794

5. Tabular layout (s) displays data horizontally. p. 794

Multiple Choice Answer Key

2. Which of the following statements is false?

3. Which of the following is not an example of a control?

6. Which of the following statements about reports is false?

9. Which of the following statements is false?

10. Which of the following statements is false?

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

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