access ch04 more skills14.qxd 5/22/08 2:15 pm page 1...

� A switchboard is a form with buttons or links that open other database objects. Switchboardsprovide an alternative to customizing the Navigation Pane.

� Databases that use switchboards usually hide the Navigation Pane so that those who use thedatabase see only the switchboard when they open the database.

To complete this database, you will need the following file:� a04_Golf_Management

You will save your files as:� a04_Golf_Management_Your_Name� a04_Main_Menu_Snip_Your_Name

1. Start Access. Locate and open the file a04_Golf_Management. Save the file in your AccessChapter 4 folder as a04_Golf_Management_Your_Name If the security message displays,enable the content.

2. On the Database Tools tab, in the Database Tools group, click the Switchboard Managerbutton.

3. Read the displayed Switchboard Manager message, click Yes, and then compare yourscreen with Figure 1.

The Switchboard Manager dialog box opens, and in the Navigation Pane, the SwitchboardItems table and Switchboard form display. The Switchboard Manager will edit these twoobjects as you work with the Switchboard Manager.

Access

Copyright © 2009 by Pearson Education, Inc. All rights reserved.From Skills for Success with Microsoft® Office 2007 by Kris Townsend

More Skills 14 Create a Switchboard

Microsoft Access | Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 14 | of 8

CHAPTER 4

SwitchboardManager

dialog box

SwitchboardItems table

Switchboard form

Figure 1

Access CH04 More Skills14.qxd 5/22/08 2:15 PM Page 1



Reports switchboard page

SwitchboardManager dialog box

Main Switchboard(Default)

Forms switchboard page

Figure 2

4. In the displayed Switchboard Manager dialog box, click the New button. In the displayedCreate New dialog box, using your own name, type Your Name’s Forms and then click OK.

5. In the displayed Switchboard Manager dialog box, click the New button. In the displayedCreate New dialog box, using your own name type Your Name’s Reports and then click OK.Compare your screen with Figure 2.

A switchboard system typically has several switchboard pages. Each switchboard pagedisplays different items. Here, three switchboard pages have been created: The MainSwitchboard (Default), the switchboard page for forms, and the switchboard page forreports.

6. In the displayed Switchboard Manager dialog box, be sure that Main Switchboard(Default) is selected, and then click the Edit button.

7. In the displayed Edit Switchboard Page dialog box, under Switchboard Name, using yourown name, replace the text Main Switchboard with Your Name’s Main Menu

8. In the displayed Edit Switchboard Page dialog box, click the New button.

The Edit Switchboard Items dialog box displays. The Edit Switchboard Items dialogbox manages an individual item that will display on a particular switchboard page.

9. In the displayed Edit Switchboard Item dialog box, in the Text box, replace the selectedtext, New Switchboard Command, with Forms

10. In the displayed Edit Switchboard Item dialog box, click the Switchboard arrow, and thenclick Your Name’s Forms. Compare your screen with Figure 3, and then click OK.




Switchboard valuechanged to Your

Name’s Forms

Edit SwitchboardItem dialog box

Text valuechanged to Forms

Items onswitchboard page

Edit SwitchboardPage dialog box

Figure 4

Figure 3

11. In the displayed Edit Switchboard Page dialog box, click the New button.

12. In the displayed Edit Switchboard Item dialog box, in the Text box, replace the selected textwith Reports Click the Switchboard arrow, and then click Your Name’s Reports. Click OK,and then compare your screen with Figure 4.

The Your Name’s Main Menu switchboard page now has two items—Forms and Reports.




Edit SwitchboardItem dialog box

Text value changed

Command valuechanged

Form value changed

Figure 5

13. In the displayed Edit Switchboard Page dialog box, click Close, and then in SwitchboardManager dialog box, click Close.

14. In the Navigation Pane, under Forms, double-click Switchboard. In the displayedSwitchboard form, click the Forms button.

The Your Name’s Forms switchboard page displays, but it does not have any items.

15. Close the Switchboard form. On the Database Tools tab, in the Database Tools group,click the Switchboard Manager button.

16. In the displayed Switchboard Manager dialog box, under Switchboard Pages, select YourName’s Forms, and then click the Edit button.

17. In the displayed Edit Switchboard Page dialog box, click the New button. In the displayedEdit Switchboard Item dialog box, in the Text box, type Golf Players Form Click theCommand arrow, and then click Open Form in Edit Mode. Click the Form arrow, clickGolf Players, and then compare your screen with Figure 5.

When clicked, the Golf Players Form button will open the Golf Players form in Edit mode—a form mode which enables you to add new records and change existing records.

18. Click OK. In the displayed Edit Switchboard Page dialog box, click the New button. In thedisplayed Edit Switchboard Item dialog box, in the Text box, type Golf Rounds Form Clickthe Command arrow, and then click Open Form in Add Mode. Click the Form arrow,click Golf Rounds, and then click OK.

When clicked, the Golf Rounds Form button will open the Golf Rounds form in Add mode—a form mode that enables you to add new records without being able to change existingrecords.




Buttons added toswitchboard page

Your Name’s Formsswitchboard page

Figure 6

19. In the displayed Edit Switchboard Page dialog box, click the New button. In the displayedEdit Switchboard Item dialog box, in the Text box, type Main Menu Click the Switchboardarrow, click Your Name’s Main Menu, and then click OK.

20. In the displayed Edit Switchboard Page dialog box, click Close, and then in SwitchboardManager dialog box, click Close.

21. In the Navigation Pane, under Forms, double-click Switchboard. In the displayed switch-board page, click the Forms button, and then compare your screen with Figure 6.

22. Click the Golf Players Form button. Be sure that the Golf Players form opens in Editmode—the Navigation bar indicates that 113 records are available. Close the form.

23. In the Switchboard form, click the Golf Rounds Form button. Be sure that the Golf Roundsform opens in Add mode—the Navigation bar displays a new, blank record—and thenClose the form.

24. If your instructor asks you to print your work, Print the Forms switchboard page.

25. In the Switchboard form, click the Main Menu button. Be sure the Your Name’s MainMenu switchboard page displays, and then Close the Switchboard form.

26. On the Database Tools tab, in the Database Tools group, click the Switchboard Managerbutton. In the displayed Switchboard Manager dialog box, under Switchboard Pages, clickYour Name’s Reports, and then click the Edit button.

27. In the displayed Edit Switchboard Page dialog box, click the New button. In the displayedEdit Switchboard Item dialog box, in the Text box, type Golf Courses Report Click theCommand arrow, and then click Open Report. Click the Report arrow, click GolfCourses, and then click OK.

28. In the displayed Edit Switchboard Page dialog box, click the New button. In the displayedEdit Switchboard Item dialog box, in the Text box, type Golf Scores Report Click the




Buttons added toswitchboard page

Reports switchboardpage

Figure 7

Command arrow, and then click Open Report. Click the Report arrow, click Golf Scores,and then click OK.

29. In the displayed Edit Switchboard Page dialog box, click the New button. In the displayedEdit Switchboard Item dialog box, in the Text box, type Main Menu Click the Switchboardarrow, click Your Name’s Main Menu, and then click OK.

30. Close all open dialog boxes, and then open the Switchboard form. In the displayedSwitchboard form, click the Reports button, and then compare your screen with Figure 7.

31. In the Your Name’s Reports switchboard page, click the Golf Courses Report button. Besure that the Golf Courses report opens, and then Close the report.

32. In the Your Name’s Reports switchboard page, click the Golf Scores Report button. Be surethat the Golf Scores report opens, and then Close the report.

33. If your instructor asks you to print your work, Print the Reports switchboard page.

34. In the Your Name’s Reports switchboard page, click the Main Menu button. Be sure theYour Name’s Main Menu switchboard page displays, and then Close the Switchboardform.

35. From the Office menu , click the Access Options button. In the displayed AccessOptions dialog box, in the list at the left, click Current Database.

36. Under Application Options, click the Display Form arrow, and then click Switchboard.Under Navigation, clear the Display Navigation Pane check box. Compare your screenwith Figure 8, and then click OK.




Main switchboardfills entire window

Figure 9

Display Navigation Panecheck box cleared

Access Options dialog box

Current Database selected

Display Form setto Switchboard

Figure 8

37. Read the displayed message, and click OK. From the Office menu , click CloseDatabase.

38. Open a04_Golf_Management_Your_Name. If the security warning displays, enable thecontent. Compare your screen with Figure 9.


39. Display the Start menu. Point to All Programs, click the Accessories folder, and then clickSnipping Tool. On the Snipping Tool program, click the New button arrow, and then clickFull-screen Snip.

40. Click the Save Snip button . In the displayed Save As dialog box, navigate to your AccessChapter 4 folder. Click in the File name box, and then using your own name, typea04_Main_Menu_Snip_Your_Name and press J. Close the Snipping Tool mark-up window.

If you do not have the Snipping Tool, which is available in Windows Vista Home Premiumedition, press p, and then paste the screen into a Word document.

41. Exit Access. Print the Snip file or submit the files electronically as directed by your instructor.

� You have completed More Skills 14




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