Create Switchboards More Skills 12 1. 2. Access 6 3.wps.prenhall.com/wps/media/objects/10547/10800219/More_Skills_project_pdf/...16. In the Edit Switchboard Page dialog box, click

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Copyright © 2011 by Pearson Education Inc. publishing as Prentice Hall. All rights reserved.From Skills for Success with Microsoft® Access 2010 Comprehensive

Add Advanced Form Features | Microsoft Access Chapter 6 More Skills: SKILL 12 | Page 1 of 10

� 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:� a06_Classes

You will save your files as:� Lastname_Firstname_a06_Classes� Lastname_Firstname_a06_Classes_Snip1� Lastname_Firstname_a06_Classes_Snip2� Lastname_Firstname_a06_Classes_Snip3

1. Start Access. Locate and open the file a06_Classes. Save the file in your Access Chapter6 folder as Lastname_Firstname_a06_Classes If necessary, enable the content.

2. On the Quick Access Toolbar, click the Customize Quick Access Toolbar arrow , andthen below the list, click More Commands.

3. Above the right column of the Access Options dialog box, click the Customize QuickAccess Toolbar arrow, and then click the second option—the file path and name of thecurrent database.

AccessCHAPTER 6

More Skills 12 Create Switchboards


4. Above the left column, click the Choose commands from arrow, and then clickCommands Not in the Ribbon. Scroll down the list of commands, click SwitchboardManager, and then click the Add button. Click OK to close the dialog box, and then compare your screen with Figure 1.

The Switchboard Manager button needs to be added to the Quick Access Toolbarbefore you can use it to open the Switchboard Manager.


Figure 1

SwitchboardManager button

5. On the Quick Access Toolbar, click the Switchboard Manager button .

6. Read the Switchboard Manager message, click Yes, and then compare your screen withFigure 2.

The Switchboard Manager dialog box opens, and in the Navigation Pane, theSwitchboard Items table and Switchboard form display. The Switchboard Manager willedit these two objects as you work with the Switchboard Manager.



Figure 2

SwitchboardManager dialog

box

SwitchboardItems table

Switchboard form

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

8. In the Switchboard Manager dialog box, click the New button. In the displayed Create Newdialog box, using your own name type Your Name’s Reports and then click OK. Compareyour screen with Figure 3.

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.



Figure 3

Main Switchboard(Default)

Forms switchboardpage

Reportsswitchboard page

9. In the Switchboard Manager dialog box, verify that Main Switchboard (Default) isselected, and then click the Edit button.

10. In the Edit Switchboard Page dialog box, under Switchboard Name, using your own name,replace the text Main Switchboard with Your Name’s Main Menu

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

The Edit Switchboard Item dialog box is used to add the items that will display on aparticular switchboard page.

12. In the Edit Switchboard Item dialog box, in the Text box, replace the selected text, NewSwitchboard Command, with Forms

13. In the Edit Switchboard Item dialog box, click the Switchboard arrow, and then click YourName’s Forms. Compare your screen with Figure 4, and then click OK.



Figure 4

Edit SwitchboardItem dialog box

Text valuechanged to Forms

Switchboard valuechanged to Your

Name’s Forms

Figure 5

Items onswitchboard page

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

15. In the Edit Switchboard Item dialog box, in the Text box, replace the selected text withReports Click the Switchboard arrow, and then click Your Name’s Reports. Click OK, andthen compare your screen with Figure 5.

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

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

17. In the Navigation Pane, under Forms, double-click Switchboard. In the Switchboardform, click the Forms button.

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

18. Close the Switchboard form. On the Quick Access Toolbar, click the SwitchboardManager button .

19. In the Switchboard Manager dialog box, under Switchboard Pages, select Your Name’sForms, and then click the Edit button.

20. In the Edit Switchboard Page dialog box, click the New button. In the Edit SwitchboardItem dialog box, in the Text box, type Art Classes Form Click the Command arrow, andthen click Open Form in Edit Mode. Click the Form arrow, click Art Classes, and thencompare your screen with Figure 6.

When clicked, the Art Classes Form button will open the Art Classes form in Editmode—a form mode where you can add new records and change existing records.



Figure 6

Text valuechanged

Command valuechanged

Form value changed

21. Click OK. In the Edit Switchboard Page dialog box, click the New button. In the EditSwitchboard Item dialog box, in the Text box, type Art Instructors Form Click theCommand arrow, and then click Open Form in Add Mode. Click the Form arrow, clickArt Instructors, and then click OK.

When clicked, the Art Instructors Form button will open the Art Instructors form in Addmode—a form mode where you can add new records but not be able to change existing records.

22. In the Edit Switchboard Page dialog box, click the New button. In the Edit SwitchboardItem dialog box, in the Text box, type Main Menu Click the Switchboard arrow, click YourName’s Main Menu, and then click OK.

23. In the Edit Switchboard Page dialog box, click Close, and then in Switchboard Managerdialog box, click Close.

24. In the Navigation Pane, under Forms, double-click Switchboard. In the switchboard page,click the Forms button, and then compare your screen with Figure 7.



Figure 7

Your Name’s Formsswitchboard page

Buttons added toswitchboard page

25. Click the Art Classes Form button. Verify that the Art Classes form opens in Edit mode—the main form Navigation bar indicates that seven records are available. Close the form.

26. In the switchboard page—the Switchboard form—click the Art Instructors Form button.Verify that the Art Instructors form opens in Add mode—the Navigation bar displays a single new, blank record—and then Close the form.

27. Switch to Layout view. On the Format tab, in the Control Formatting group, click theQuick Styles button, and then click the last thumbnail—Intense Effect - Orange, Accent 6.

28. Click Save , and then switch to Form view. Start the Snipping Tool, click the Newbutton arrow, and then click Full-screen Snip. Save the snip to your Access Chapter 6folder as Lastname_Firstname_a06_Classes_Snip1 and then Close the Snipping Toolmark-up window.

29. In the Switchboard form, click the Main Menu button. Verify that the Your Name’s MainMenu switchboard page displays, and then Close the Switchboard form.

30. On the Quick Access Toolbar, click the Switchboard Manager button . In theSwitchboard Manager dialog box, under Switchboard Pages, click Your Name’s Reports,and then click the Edit button.

31. In the Edit Switchboard Page dialog box, click the New button. In the Edit SwitchboardItem dialog box, in the Text box, type Art Class Sections Report Click the Commandarrow, and then click Open Report. Click the Report arrow, click Art Class Sections, andthen click OK.

32. In the Edit Switchboard Page dialog box, click the New button. In the Edit SwitchboardItem dialog box, in the Text box, type List of Classes Report Click the Command arrow,and then click Open Report. Click the Report arrow, click List of Classes, and then click OK.

33. In the Edit Switchboard Page dialog box, click the New button. In the Edit SwitchboardItem dialog box, in the Text box, type Main Menu Click the Switchboard arrow, click YourName’s Main Menu, and then click OK.

34. Close all open dialog boxes, and then open the Switchboard form. In the Switchboardform, click the Reports button, and then compare your screen with Figure 8.



Figure 8

Buttons added toReports

switchboard page

35. In the Your Name’s Reports switchboard page, click the Art Class Sections Report button.Verify that the Art Class Sections report opens, and then Close the report.

36. In the Your Name’s Reports switchboard page, click the List of Classes Report button.Verify that the List of Classes report opens, and then Close the report.

37. Start the Snipping Tool, click the New button arrow, and then click Full-screen Snip.Save the snip to your Access Chapter 6 folder as Lastname_Firstname_a06_Classes_Snip2 and then Close the Snipping Tool mark-up window.

38. In the Your Name’s Reports switchboard page, click the Main Menu button. Verify that theYour Name’s Main Menu switchboard page displays, and then Close the Switchboardform.

39. On the Quick Access Toolbar, click the Customize Quick Access Toolbar arrow , andthen below the list, click More Commands. In the Access Options dialog box, in the list atthe left, click Current Database.

40. 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 9, and then click OK.



Figure 9

Display Form setto Switchboard

Current Databaseselected

Display NavigationPane check box

cleared

41. Read the displayed message, and then click OK. Click File, and then click Close Database.

42. Open Lastname_Firstname_a06_Classes. If necessary, enable the content. Compare yourscreen with Figure 10.

Figure 10

Switchboard formdisplays instead

of Navigation Pane

43. Start the Snipping Tool, click the New button arrow, and then click Full-screen Snip.Save the snip to your Access Chapter 6 folder as Lastname_Firstname_a06_Classes_Snip3 and then Close the Snipping Tool mark-up window.

44. Exit Access. Print the snips or submit the files electronically as directed by your instructor.

� You have completed More Skills 12



Documents

Create Switchboards More Skills 12 1. 2. Access 6 3.wps.prenhall.com/wps/media/objects/10547/10800219/More_Skills_project_pdf/...16. In the Edit Switchboard Page dialog box, click