= CHAPTER 6
Access
More Skills 12 Create Switchboards 䉴
A switchboard is a form with buttons or links that open other database objects. Switchboards provide an alternative to customizing the Navigation Pane.
䉴
Databases that use switchboards usually hide the Navigation Pane so that those who use the database see only the switchboard when they open the database.
To complete this database, you will need the following file: 䊏 a06_Classes You will save your files as: 䊏 Lastname_Firstname_a06_Classes 䊏 Lastname_Firstname_a06_Classes_Snip1 䊏 Lastname_Firstname_a06_Classes_Snip2 䊏 Lastname_Firstname_a06_Classes_Snip3 1.
Start Access. Locate and open the file a06_Classes. Save the file in your Access Chapter 6 folder as Lastname_Firstname_a06_Classes If necessary, enable the content.
2.
On the Quick Access Toolbar, click the Customize Quick Access Toolbar arrow then below the list, click More Commands.
3.
Above the right column of the Access Options dialog box, click the Customize Quick Access Toolbar arrow, and then click the second option—the file path and name of the current database.
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4.
Above the left column, click the Choose commands from arrow, and then click Commands Not in the Ribbon. Scroll down the list of commands, click Switchboard Manager, 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 Toolbar before you can use it to open the Switchboard Manager.
Switchboard Manager button
Figure 1
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5.
On the Quick Access Toolbar, click the Switchboard Manager button
.
6.
Read the Switchboard Manager message, click Yes, and then compare your screen with Figure 2. The Switchboard Manager dialog box opens, and in the Navigation Pane, the Switchboard Items table and Switchboard form display. The Switchboard Manager will edit these two objects as you work with the Switchboard Manager.
Switchboard Manager dialog box
Switchboard Items table
Switchboard form
Figure 2
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From Skills for Success with Microsoft® Access 2010 Comprehensive
More Skills: SKILL 12 | Page 3 of 10
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7.
In the Switchboard Manager dialog box, click the New button. In the Create New dialog box, 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 New dialog box, using your own name type Your Name’s Reports and then click OK. Compare your screen with Figure 3. A switchboard system typically has several switchboard pages. Each switchboard page displays different items. Here, three switchboard pages have been created: The Main Switchboard (Default), the switchboard page for forms, and the switchboard page for reports.
Main Switchboard (Default) Forms switchboard page Reports switchboard page
Figure 3
9.
In the Switchboard Manager dialog box, verify that Main Switchboard (Default) is selected, 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 a particular switchboard page.
12.
In the Edit Switchboard Item dialog box, in the Text box, replace the selected text, New Switchboard Command, with Forms
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More Skills: SKILL 12 | Page 4 of 10
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13.
In the Edit Switchboard Item dialog box, click the Switchboard arrow, and then click Your Name’s Forms. Compare your screen with Figure 4, and then click OK.
Edit Switchboard Item dialog box Text value changed to Forms Switchboard value changed to Your Name’s Forms
Figure 4
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 with Reports Click the Switchboard arrow, and then click Your Name’s Reports. Click OK, and then compare your screen with Figure 5. The Your Name’s Main Menu switchboard page now has two items—Forms and Reports.
Items on switchboard page
Figure 5 Add Advanced Form Features | Microsoft Access Chapter 6
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More Skills: SKILL 12 | Page 5 of 10
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16.
In the Edit Switchboard Page dialog box, click Close, and then in the Switchboard Manager dialog box, click Close.
17.
In the Navigation Pane, under Forms, double-click Switchboard. In the Switchboard form, 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 Switchboard Manager button .
19.
In the Switchboard Manager dialog box, under Switchboard Pages, select Your Name’s Forms, and then click the Edit button.
20.
In the Edit Switchboard Page dialog box, click the New button. In the Edit Switchboard Item dialog box, in the Text box, type Art Classes Form Click the Command arrow, and then click Open Form in Edit Mode. Click the Form arrow, click Art Classes, and then compare your screen with Figure 6. When clicked, the Art Classes Form button will open the Art Classes form in Edit mode—a form mode where you can add new records and change existing records.
Text value changed Command value changed
Form value changed
Figure 6
21.
Click OK. In the Edit Switchboard Page dialog box, click the New button. In the Edit Switchboard Item dialog box, in the Text box, type Art Instructors Form Click the Command arrow, and then click Open Form in Add Mode. Click the Form arrow, click Art Instructors, and then click OK. When clicked, the Art Instructors Form button will open the Art Instructors form in Add mode—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 Switchboard Item dialog box, in the Text box, type Main Menu Click the Switchboard arrow, click Your Name’s Main Menu, and then click OK.
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23.
In the Edit Switchboard Page dialog box, click Close, and then in Switchboard Manager dialog 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.
Your Name’s Forms switchboard page Buttons added to switchboard page
Figure 7
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 the Quick 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 New button arrow, and then click Full-screen Snip. Save the snip to your Access Chapter 6 folder as Lastname_Firstname_a06_Classes_Snip1 and then Close the Snipping Tool mark-up window.
29.
In the Switchboard form, click the Main Menu button. Verify that the Your Name’s Main Menu switchboard page displays, and then Close the Switchboard form.
30.
On the Quick Access Toolbar, click the Switchboard Manager button . In the Switchboard 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 Switchboard Item dialog box, in the Text box, type Art Class Sections Report Click the Command arrow, and then click Open Report. Click the Report arrow, click Art Class Sections, and then click OK.
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32.
In the Edit Switchboard Page dialog box, click the New button. In the Edit Switchboard Item 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 Switchboard Item dialog box, in the Text box, type Main Menu Click the Switchboard arrow, click Your Name’s Main Menu, and then click OK.
34.
Close all open dialog boxes, and then open the Switchboard form. In the Switchboard form, click the Reports button, and then compare your screen with Figure 8.
Buttons added to Reports switchboard page
Figure 8
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 the Your Name’s Main Menu switchboard page displays, and then Close the Switchboard form.
39.
On the Quick Access Toolbar, click the Customize Quick Access Toolbar arrow , and then below the list, click More Commands. In the Access Options dialog box, in the list at the left, click Current Database.
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More Skills: SKILL 12 | Page 8 of 10
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40.
Under Application Options, click the Display Form arrow, and then click Switchboard. Under Navigation, clear the Display Navigation Pane check box. Compare your screen with Figure 9, and then click OK.
Current Database selected
Display Form set to Switchboard
Display Navigation Pane check box cleared
Figure 9
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 your screen with Figure 10.
Switchboard form displays instead of Navigation Pane
Figure 10
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More Skills: SKILL 12 | Page 9 of 10
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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. 䊏
You have completed More Skills 12
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More Skills: SKILL 12 | Page 10 of 10
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