New Perspectives on Microsoft Office Access 2007, Introductory (Available Titles Skills Assessment Manager (SAM) - Office 2007)

384 Pages·2007·25.098 MB·English

by  Joseph J. Adamski, Kathy T. Finnegan

New Perspectives on
®
Microsoft Office
™
Access 2007
Introductory

New Perspectives on
®
Microsoft Office
™
Access 2007
Introductory
Joseph J. Adamski
Grand Valley State University
Kathleen T. Finnegan
Australia • Canada • Mexico • Singapore • Spain • United Kingdom • United States
New Perspectives on Microsoft Office Access 2007—Introductory
is published by Thomson Course Technology.
Acquisitions Editor: Senior Marketing Manager: Composition:
Kristina Matthews Joy Stark GEX Publishing Services
Senior Product Manager: Marketing Coordinator: Text Designer:
Kathy Finnegan Jennifer Hankin Steve Deschene
Product Manager: Developmental Editor: Cover Designer:
Erik Herman Jessica Evans Elizabeth Paquin
Associate Product Manager: Senior Content Project Manager: Cover Art:
Brandi Henson Jennifer Goguen McGrail Bill Brown
Editorial Assistant: Content Project Manager:
Leigh Robbins Matthew Hutchinson
COPYRIGHT © 2008 Thomson Course recording, taping, Web distribution, or may be trademarks or registered trade-
Technology, a division of Thomson information storage and retrieval systems— marks of their respective manufacturers
Learning, Inc. Thomson Learning™ is a without the written permission of the and sellers.
trademark used herein under license. publisher.
Disclaimer: Any fictional URLs used
Printed in the United States of America For permission to use material from this throughout this book are intended for
text or product, submit a request online instructional purposes only. At the time
1 2 3 4 5 6 7 8 9 RRD-WI 11 10 09 08 07 at www.thomsonrights.com this book was printed, any such URLs
were fictional and not belonging to any
For more information, contact Thomson Any additional questions about permis- real persons or companies.
Course Technology, 25 Thomson Place, sions can be submitted by e-mail to
Boston, Massachusetts, 02210. [email protected] Microsoft and the Office logo are either
registered trademarks or trademarks of
Or find us on the World Wide Web at: Disclaimer Microsoft Corporation in the United States
www.course.com Thomson Course Technology reserves the and/or other countries. Thomson Course
right to revise this publication and make Technology is an independent entity from
ALL RIGHTS RESERVED. No part of this changes from time to time in its content the Microsoft Corporation,
work covered by the copyright hereon without notice. and not affiliated with Microsoft in
may be reproduced or used in any form any manner.
or by any means—graphic, electronic, or Some of the product names and com-
mechanical, including photocopying, pany names used in this book have been ISBN-13: 978-1-4239-0588-2
used for identification purposes only and ISBN-10: 1-4239-0588-1
New Perspectives Series v
Preface
The New Perspectives Series’critical-thinking,problem-solving approach is the ideal way
to prepare students to transcend point-and-click skills and take advantage of all that
Microsoft Office 2007 has to offer.
In developing the New Perspectives Series for Microsoft Office 2007,our goal was to create
books that give students the software concepts and practical skills they need to succeed
beyond the classroom.We’ve updated our proven case-based pedagogy with more practical
content to make learning skills more meaningful to students.
With the New Perspectives Series,students understand whythey are learning whatthey
are learning,and are fully prepared to apply their skills to real-life situations.
“I really love the Margin About This Book
Tips, which add ‘tricks of the
trade’ to students’ skills
This book provides thorough, hands-on coverage of the new Microsoft Office Access 2007
package. In addition, the
software, and includes the following:
Reality Check exercises pro-
vide for practical application • A new “Getting Started with Microsoft Office 2007” tutorial that familiarizes students
of students’ knowledge. I with the new Office 2007 features and user interface
can’t wait to use them in the
• Complete instruction on Access 2007 basics, including creating and maintaining a
classroom when we adopt
database, querying a database, and creating forms and reports
Office 2007.”
—Terry Morse Colucci • Expanded and in-depth coverage of higher level skills, including creating advanced
Institute of Technology, Inc. queries, enhancing table design, creating custom forms and reports, and integrating
Access with other programs
• A solid and complete presentation of important database concepts, including guide-
lines for designing databases and setting field properties, defining table relationships,
object dependencies, normalization, and Access naming conventions
• Coverage of the exciting new features of Access 2007, including working in Layout
view, applying conditional formats, managing database objects with the Navigation
Pane, designating a trusted folder, using control layouts for forms and reports, and
working with the Group, Sort, and Total pane for reports
• New business case scenarios throughout, which provide a rich and realistic context
for students to apply the concepts and skills presented
System Requirements
This book assumes a typical installation of Microsoft Office Access 2007 and Microsoft
Windows Vista Ultimate with the Aero feature turned off (or Windows Vista Home Premium
or Business edition). Note that you can also complete the tutorials in this book using
Windows XP; you will notice only minor differences if you are using Windows XP. Refer to
the tutorial “Getting Started with Microsoft Office 2007” for Tips noting these differences. The
browser used in this book for any steps that require a browser is Internet Explorer 7.
www.course.com/NewPerspectives
vi New Perspectives Series
“I appreciate the real-world The New Perspectives Approach
approach that the New
Perspective Series takes. It
enables the transference of Context
knowledge from step-by-step Each tutorial begins with a problem presented in a “real-world” case that is meaningful to
instructions to a far broader
students. The case sets the scene to help students understand what they will do in the tutorial.
application of the software
tools.” Hands-on Approach
—Monique Sluymers
Each tutorial is divided into manageable sessions that combine reading and hands-on, step-by-step
Kaplan University
work. Colorful screenshots help guide students through the steps. Trouble?tips anticipate com-
mon mistakes or problems to help students stay on track and continue with the tutorial.
InSight InSight Boxes
New for Office 2007!InSight boxes offer expert advice and best practices to help students
better understand how to work with the software. With the information provided in the
InSight boxes, students achieve a deeper understanding of the concepts behind the software
features and skills.
Tip Margin Tips
New for Office 2007!Margin Tips provide helpful hints and shortcuts for more efficient use of
the software. The Tips appear in the margin at key points throughout each tutorial, giving stu-
dents extra information when and where they need it.
Reality Check Reality Checks
New for Office 2007!Comprehensive, open-ended Reality Check exercises give students the
opportunity to practice skills by creating practical, real-world documents, such as resumes
and budgets, which they are likely to use in their everyday lives at school, home, or work.
Review In New Perspectives, retention is a key component to learning. At the end of each session, a
series of Quick Check questions helps students test their understanding of the concepts before
moving on. Each tutorial also contains an end-of-tutorial summary and a list of key terms for
further reinforcement.
Apply Assessment
Engaging and challenging Review Assignments and Case Problems have always been a hallmark
feature of the New Perspectives Series. Colorful icons and brief descriptions accompany the
exercises, making it easy to understand, at a glance, both the goal and level of challenge a par-
ticular assignment holds.
Reference Window Reference
While contextual learning is excellent for retention, there are times when students will want a
Task Reference high-level understanding of how to accomplish a task. Within each tutorial, Reference Windows
appear before a set of steps to provide a succinct summary and preview of how to perform a
task. In addition, a complete Task Reference at the back of the book provides quick access to
information on how to carry out common tasks. Finally, each book includes a combination
Glossary/Index to promote easy reference of material.
www.course.com/NewPerspectives
New Perspectives Series vii
Our Complete System of Instruction
Brief Coverage To Meet Your Needs
Whether you’re looking for just a small amount of coverage or enough to fill a semester-long
Introductory
class, we can provide you with a textbook that meets your needs.
Comprehensive
• Brief books typically cover the essential skills in just 2 to 4 tutorials.
• Introductory books build and expand on those skills and contain an average of 5 to
8tutorials.
• Comprehensive books are great for a full-semester class, and contain 9 to 12+ tutorials.
So if the book you’re holding does not provide the right amount of coverage for you, there’s
probably another offering available. Go to our Web site or contact your Thomson Course
Technology sales representative to find out what else we offer.
Student Online Companion
This book has an accompanying online companion Web site designed to enhance learning.
This Web site includes:
• Internet Assignments for selected tutorials
• Student Data Files
• PowerPoint presentations
CourseCasts – Learning on the Go. Always available…always relevant.
Want to keep up with the latest technology trends relevant to you? Visit our site to find a
library of podcasts, CourseCasts, featuring a “CourseCast of the Week,” and download them
to your mp3 player at http://coursecasts.course.com.
Our fast-paced world is driven by technology. You know because you’re an active participant—
always on the go, always keeping up with technological trends, and always learning new
ways to embrace technology to power your life.
Ken Baldauf, host of CourseCasts, is a faculty member of the Florida State University Computer
Science Department where he is responsible for teaching technology classes to thousands of
FSU students each year. Ken is an expert in the latest technology trends; he gathers and sorts
through the most pertinent news and information for CourseCasts so your students can spend
their time enjoying technology, rather than trying to figure it out. Open or close your lecture
with a discussion based on the latest CourseCast.
Visit us at http://coursecasts.course.com to learn on the go!
Skills Assessment and Training
SAM 2007 helps bridge the gap between the classroom and the real world by allowing stu-
dents to train and test on important computer skills in an active, hands-on environment.
SAM 2007’s easy-to-use system includes powerful interactive exams, training or projects on
critical applications such as Word, Excel, Access, PowerPoint, Outlook, Windows, the
Internet, and much more. SAM simulates the application environment, allowing students to
demonstrate their knowledge and think through the skills by performing real-world tasks.
Designed to be used with the New Perspectives Series, SAM 2007 includes built-in page ref-
erences so students can print helpful study guides that match the New Perspectives textbooks
used in class. Powerful administrative options allow instructors to schedule exams and assign-
ments, secure tests, and run reports with almost limitless flexibility.
www.course.com/NewPerspectives
viii New Perspectives Series
Instructor Resources
We offer more than just a book. We have all the tools you need to enhance your lectures, check
students’ work, and generate exams in a new, easier-to-use and completely revised package. This
book’s Instructor’s Manual, ExamView testbank, PowerPoint presentations, data files, solution
files, figure files, and a sample syllabus are all available on a single CD-ROM or for downloading
at www.course.com.
Online Content
Blackboard is the leading distance learning solution provider and class-management platform
today. Thomson Course Technology has partnered with Blackboard to bring you premium online
content. Content for use with New Perspectives on Microsoft Office Access 2007, Introductoryis
available in a Blackboard Course Cartridge and may include topic reviews, case projects, review
questions, test banks, practice tests, custom syllabi, and more. Thomson Course Technology also
has solutions for several other learning management systems. Please visit http://www.course.com
today to see what’s available for this title.
Acknowledgments
Our sincere thanks to the following reviewers for their helpful feedback and valuable insights:
Steve Belville, Bryant & Stratton College; Bashar Elkhatib, Grantham University; Diane M.
Larson, Indiana University Northwest; Ryan Murphy, Sinclair Community College; Diane
Perreault, California State University, Sacramento; Debi Revelle, Sanford-Brown College;
Lynne Stuhr, Trident Technical College; and Robert Van Cleave, Laramie County Community
College. Many thanks to all the Thomson Course Technology staff, especially Kristina
Matthews for her leadership, dedication, and good humor; Brandi Henson, for ensuring the
quality and timely delivery of the supplements that accompany this text; Leigh Robbins, for
her support throughout the development of this text; and Matthew Hutchinson, for his excel-
lent management of the production process. Thanks as well to the following Manuscript
Quality Assurance staff members for their diligent efforts in ensuring the quality and accuracy
of this text: Christian Kunciw, MQA Project Leader; and John Freitas, Serge Palladino,
Danielle Shaw, Marianne Snow, Teresa Storch, and Susan Whalen, MQA Testers. Many thanks
to Lisa Ruffolo and Holly Ben-Joseph for their special contributions to this book. To Jen
Goguen McGrail, more thanks than can be expressed for her exceptional work and tireless
efforts in all matters related to the production of this text and the entire New Perspectives
Series. To Jessica Evans, Developmental Editor, very special thanks for her outstanding editor-
ial skills, incredible attention to detail, going above and beyond more times than I can recall,
and for her friendship and “can-do” attitude that helped us overcome many hurdles to com-
plete this text. Finally, I’m extremely grateful to Joe Adamski for his expertise, guidance,
patience, and above all, friendship.
This book is dedicated with love to my parents, Ed and Mary Curran, for all their support and
encouragement throughout the years; and to my two amazing sons, Connor and Devon, who
demonstrated such patience and true “endurance” (go Blue Team!) during the many long
hours I worked on this text; you both make me very proud.
–Kathleen T. Finnegan
Thank you to all the people who contributed to the challenge of completing of this book, with
special thanks to Kathy Finnegan for her writing and friendship and for all the support she
gives me in my writing; to Jessica Evans for her positive personality and influences, unlimited
talents, friendship, and considerable contributions to the book; and to my wife, Judy, for
everything.
–Joseph J. Adamski
New Perspectives Series ix
Brief Contents
Office
Getting Started with Microsoft Office2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 1
Preparing a Meeting Agenda
Access Access—Level I Tutorials
Tutorial 1Creating a Database. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AC 1
Creating a Database to Contain Customer, Contract, and Invoice Data
Tutorial 2Building a Database and Defining Table Relationships. . . . . . . . . AC 45
Creating the Invoice and Customer Tables
Tutorial 3Maintaining and Querying a Database. . . . . . . . . . . . . . . . . . . . . AC 99
Updating and Retrieving Information About Customers, Contracts, and Invoices
Tutorial 4Creating Forms and Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . AC 153
Creating a Customer Data Form, a Customer Contracts Form, and a Customers
and Contracts Report
Access—Level II Tutorials
Tutorial 5Creating Advanced Queries and Enhancing Table Design . . . . . AC 201
Making the Panorama Database Easier to Use
Tutorial 6Using Form Tools and Creating Custom Forms. . . . . . . . . . . . . AC 263
Creating Forms for Belmont Landscapes
Tutorial 7Creating Custom Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AC 333
Creating Reports with Information about Contracts and Invoices
Tutorial 8Sharing, Integrating, and Analyzing Data . . . . . . . . . . . . . . . . . AC 389
Importing, Exporting, Linking, and Analyzing Data in the Panorama Database
Appendix Relational Databases and Database Design . . . . . . . . . . . . . . . . . AC A1
Glossary/Index REF 1
Task Reference REF 12
x New Perspectives Series
Table of Contents
Preface v Exiting Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 28
Quick Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 29
Getting Started with Microsoft
Office 2007 Tutorial Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 29
Preparing a Meeting Agenda . . . . . . . . . . . . . . . . . . . .OFF 1
Key Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 29
Exploring Microsoft Office 2007 . . . . . . . . . . . . . . . . . . . .OFF 2
Review Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 30
Integrating Office Programs . . . . . . . . . . . . . . . . . . . . .OFF 3
SAM Assessment and Training . . . . . . . . . . . . . . . . . . . .OFF 30
Starting Office Programs . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 3
Quick Check Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 31
Switching Between Open Programs and Files . . . . . . .OFF 5
Reality Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 32
Exploring Common Window Elements . . . . . . . . . . . . . . . .OFF 6
Access Level I Tutorials
Resizing the Program Window and Workspace . . . . . .OFF 6
Getting Information from the Status Bar . . . . . . . . . . .OFF 7 Tutorial 1 Creating a Database
Creating a Database to Contain Customer, Contract,
Switching Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 8
and Invoice Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .AC 1
Zooming the Workspace . . . . . . . . . . . . . . . . . . . . . . . .OFF 8
Session 1.1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .AC 2
Using the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 10
Introduction to Database Concepts . . . . . . . . . . . . . . . . . .AC 2
Clicking Button Icons . . . . . . . . . . . . . . . . . . . . . . . . .OFF 10
Organizing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .AC 2
Using Galleries and Live Preview . . . . . . . . . . . . . . . .OFF 12
Databases and Relationships . . . . . . . . . . . . . . . . . . . . .AC 3
Opening Dialog Boxes and Task Panes . . . . . . . . . . . .OFF 13
Relational Database Management Systems . . . . . . . . . .AC 4
Using Contextual Tools . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 15
Creating a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .AC 5
Displaying Contextual Tabs . . . . . . . . . . . . . . . . . . . .OFF 15
Exploring the Microsoft Access Window . . . . . . . . . . . .AC 7
Accessing the Mini Toolbar . . . . . . . . . . . . . . . . . . . . .OFF 15
Creating a Table in Datasheet View . . . . . . . . . . . . . . . . . .AC 8
Opening Shortcut Menus . . . . . . . . . . . . . . . . . . . . . .OFF 17
Renaming the Default Primary Key Field . . . . . . . . . . . .AC 9
Working with Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 18
Changing the Data Type of the Default Primary
Saving a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 18
Key Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .AC 10
Closing a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 21
Entering Field Names . . . . . . . . . . . . . . . . . . . . . . . . . .AC 11
Opening a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 21
Entering Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . .AC 13
Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 23
Saving a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .AC 15
Viewing ScreenTips . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 23
Opening a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .AC 17
Using the Help Window . . . . . . . . . . . . . . . . . . . . . . .OFF 23
Session 1.1 Quick Check . . . . . . . . . . . . . . . . . . . . . . . . . .AC 19
Printing a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .OFF 27