Exp19_Access_Ch04_HOEAssessment – Leadership Conference 1.1

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.

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.

   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.

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″.

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.

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.

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.

View   the form in Print Preview and set the orientation to Landscape. Switch to Form view, and then save and close the form.

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.

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.

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.

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.

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.

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.

You   will create a Navigation Form so that users can switch between objects in the   database readily.
 

  Create a Vertical Tabs, Left   Navigation Form.

Drag   the Edit Registrations form icon   from the Navigation Pane onto the [Add   New] tab at the left of the form.

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.

View   the Room Information form and the   data in Form view. Sort the records by Capacity in descending order. Save and   close the form.