New Perspectives Access 2013Tutorial 4 Creating Forms and.docx

New Perspectives Access 2013
Tutorial 4: Creating Forms and Reports
Key Terms
conditional formatting Special formatting applied to field
values that meet specified conditions. (AC 217)
control An item on a form, report, or other database object that
you can manipulate to modify the object’s appearance. (AC 189)
control layout A set of controls grouped together in a form or
report so that you can manipulate the set as a single control.
(AC 190)
detail record In a report based on two tables, the set of field
values displayed for each field in the related table. (AC 207)
Form view The Access view you use to view, enter, and
maintain data in the table on which a form is based. (AC 181)
Form wizard The Access utility that allows you to choose some
or all of the fields in a table or query to use as the basis for a
form, choose fields from other tables and queries, and display
the selected fields in any order on the form.
(AC 181)
grouped report A report in which the data from a record in the
primary table appears as a group, followed on subsequent lines
of the report by the joined records from the related table. (AC
206)

landscape orientation The orientation where the page is wider
than it is tall. (AC 207)
Layout view The Access view that allows you to modify many
aspects of a form’s layout and design. (AC 181)
main form In a form based on two related tables, the form that
contains data from the primary table. (AC 200)
portrait orientation The orientation where the page is taller
than it is wide. (AC 207)
Report wizard The Access utility that asks you a series of
questions and then creates a report based on your answers. (AC
207)
subform In a form based on two related tables, the form that
contains data from the related table. (AC 200)
wildcard character A placeholder you use when you know only
part of a search value or when you want the search value to start
or end with a specific character or match a certain pattern. (AC
195)
Tutorial
4
: Creating Forms and Reports

Key Terms
conditional formatting
Special formatting applied to field values that me
et specified
conditions. (AC 2
1
7
)
control
An item on a form, report, or other database object that you can
manipulate to
modify
the object’s appearance. (AC 1
8
9
)
control layout
A set of controls grouped together in a form or report so that
you can
manipulate the
set as a single control. (AC 1
9
0
)
detail record

In a report based on two tables, the set of field values displayed
for each
fi
eld in the related table. (AC
20
7)
Form view
The Access view you use to view, enter, and maintain data in
the table o
n
which a form is based. (AC 1
8
1
)
Form w
izard
The Access utility that allows you to choose some or all of the
fields in a
table or query to use as the basis for a form, choose fields from
other tables and
queries, and display the selected fields in any order on the form.
(AC 1
8
1)
grouped report
A report in which the data from a record in the primary table

appears
as a group, followed on subsequent lines of the report by the
joined record
s from the
related table. (AC
20
6)
landscape orientation
The orientation where the page is wider
than it is tall. (AC
20
7
)
Layout
view
The Access view
that allows you to modify many aspects of a form’s layout
and design
. (AC 1
8
1)
main form
In a form based on two related tables, the form that contains
data

from the
primary table. (AC
200
)
portrait orientation
The orientation where the page is taller than it is wide. (AC
207
)
Report
wizard
The Access utility that
asks you a series of questions and then creates
a
report based on your answers
.
(AC
207
)
subform
In a form based on two related tables, the form that contains
data
from the
related table. (AC

200
)
1
Running head: wells fargo
wells fargo
5
Wells Fargo
Name
Institution
Introduction
Wells Fargo is an American multinational as well as a fiscal
services holding entity with its headquarter at San Francisco,
California. Wells Fargo has the largest market value in the
world, fourth biggest banking institution in the U.S in terms of
assets and the bank by market capitalization (Alvarez, 2010). It
is the second largest banking institution in terms of deposits,
debit cards and home mortgage servicing.
Wells Fargo has its operations spread over about 35 nations and
has over seventy million customers in the world. In the year
2012, the company had an estimate of about nine thousand retail
branches and about twelve thousand automated teller machines
in thirty-nine states and districts of Columbia. In the month of
July this year, the company got the position of the largest
banking institution on the basis of market capitalization (Yeyati
& Micco, 2007).

Economic and social factors impacting the performance of wells
Fargo
There are several factors that affect the performance of Wells
Fargo as a banking institution. These factors may be either
economic or even social and are either caused them the bank or
the customers served by the bank (Alvarez, 2010). Some of the
factors responsible for the alteration of the banks performance
include the capital adequacy of the bank, management
efficiency and asset quality (Yeyati & Micco, 2007).
Capital adequacy
In the banking industry, the capital sufficiency of the bank is a
key element that influences the profitability of the bank. The
capital available refers to the amount of banks finances that are
available and in a position to hold its business and act as a back
up in time of adverse circumstances. Banks capital generally
creates liquidity for the bank for the facts that deposits made to
the bank are in most cases fragile and prone to runs in the bank.
Greater bank capital reduces the likelihood of worry to the
management of the bank (Alvarez, 2010). In this case, as a
result of Wells Fargo opening a large number of branches over
the world, its capital base has been distributed to these branches
making it to be prone to risks arising from capital adequacy.
Capital adequacy in most cases displays the internal strength of
the bank and its capability to withstand losses during crisis. As
such, these many branches may lead to weakening of the banks
capital bases exposing it to more risks.
Asset quality
The banks asset quality is also another factor that affects the

prosperity of the bank. It includes the current assets of the
bank, the credit assortment, the banks fixed asset as well as
other investments done by the bank (Alvarez, 2010). As a result
of its expansion, Wells Fargo may offer lots of loans to its
clients thus increasing the risk of the bank through the losses
that may arise from delinquent loans. In one-way or the other,
this will affect the operations of the bank.
Management efficiency
One of the key internal factors of the bank that affects its
profitability is management efficiency. It is always represented
by varied financial ratios like total asset growth, the growth of
the banks loan rate and the earnings growth rate (Yeyati &
Micco, 2007). Again, the operational efficiencies in managing
the operating expenses of the bank are another dimension of
management quality. Management efficiency is in most cases
qualitatively expressed via subjective evaluation of the system
of management, the discipline of the organization, control
systems and quality staff. As such, the massive expansion of
Wells Fargo has seen it have an increase in the demand for
employees all over the world that has led to decreased
efficiency in management in some of the banks branches.
Amongst these factors, capital adequacy and management
efficiency are very critical in the operations of a bank and they
need to be keenly looked at. The reason behind this decision is
because, the banks capital adequacy dictates the operations of
the bank in all its branches and the management of the bank
determines to a large extent the success of the banks operations
(Yeyati & Micco, 2007).
Actions to overcome the factors

To make sure that the banks acts accordingly and with minimal
chances of having any losses, it is advisable to employ the most
qualified staff for the bank to manage all its management
activities. Again, training the staff on the operations of the bank
before engaging them fully into the operations is another
strategy of overcoming the factor of management efficiency
(Yeyati & Micco, 2007). Again, the bank may make sure that
the quality of its assets all over its operating branches are kept
at check by looking at the credit portfolio of the bank and
maintaining its interest rates on loans. The act will make sure
that capital available for the bank is stabilized and that the bank
will operate at profits rather than on losses. Finally, increasing
the capital base of the bank will solve the capital adequacy
factor of the bank and stabilize its operations.
Conclusion
To conclude, the paper has discussed more about Wells Fargo
and the factors that affect the performance of the bank. These
factors come from within and without the organization and may
be solved for the betterment of the banks performance. Based on
the argument, the performance of the bank is not at stake but its
expansion may completely lead to its operations being altered
all over the world. Therefore, the banks needs to come up with
the appropriate strategies to assist cater for these factors that
will automatically lead to better performance.
References
Alvarez, S. G. (2010). The acquisition of Wachovia Corporation
by Wells Fargo & Company: testimony before the Financial
Crisis Inquiry Commission, September 1, 2010.
Yeyati, E. L., & Micco, A. (2007). Concentration and foreign
penetration in Latin American banking sectors: Impact on
competition and risk. Journal of Banking & Finance.

doi:10.1016/j.jbankfin.2006.11.003
Access 2013Tutorial 4: Creating Forms and ReportsA Guide to
this Instructor’s Manual:
We have designed this Instructor’s Manual to supplement and
enhance your teaching experience through classroom activities
and a cohesive chapter summary.
This document is organized chronologically, using the same
headings that you see in the textbook. Under each heading you
will find (in order): Lecture Notes that summarize the section,
Figures and Boxes found in the section (if any), Teacher Tips,
Classroom Activities, and Lab Activities. Pay special attention
to teaching tips and activities geared toward quizzing your
students, enhancing their critical thinking skills, and
encouraging experimentation within the software.
In addition to this Instructor’s Manual, our Instructor’s
Resources CD also contains PowerPoint Presentations, Test
Banks, and other supplements to aid in your teaching
experience.
For your students:
Our latest online feature, CourseCasts, is a library of weekly
podcasts designed to keep your students up to date with the
latest in technology news.Direct your students to
http://coursecasts.course.com, where they can download the
most recent CourseCast onto their MP3 player. 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 and
sorts through and aggregates 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.
Table of Contents

Chapter Objectives
2
AC 182: Creating a Form Using the Form Wizard
2
AC 185: Modifying a Form’s Design in Layout View
3
AC 193: Navigating a Form
4
AC 194: Finding Data Using a Form
4
AC 196: Maintaining Table Data Using a Form
5
AC 199: Previewing and Printing Selected Form Records
5
AC 200: Creating a Form with a Main Form and a Subform
6
AC 208: Creating a Report Using the Report Wizard
7
AC 212: Modifying a Report’s Design in Layout View
8
AC 217: Using Conditional Formatting in a Report
9
End of Tutorial Material
10
Glossary of Key Terms
11
Chapter Objectives
Students will have mastered the material in this tutorial when
they can:
Page 22 of 11 Project 1: Creating a Worksheet and an
Embedded Chart
New Perspectives on Microsoft Office 2013 Instructor’s Manual
1 of 1

PPT 1.1
Session 4.1
· Create a form using the Form Wizard
· Apply a theme to a form
· Add a picture to a form
· Change the color of text on a form
· Find and maintain data using a form
· Preview and print selected form records
· Create a form with a main form and a subform
Session 4.2
· Create a report using the Report Wizard
· Apply a theme to a report
· Change the alignment of field values on a report
· Move and resize fields in a report
· Insert a picture in a report
· Change the color of text on a report
· Apply conditional formatting in a report
· Preview and print a reportAC 182: Creating a Form Using the
Form Wizard
LECTURE NOTES
· Demonstrate how to create a form using the Form Wizard.
FIGURES
· Figure 4-1, Figure 4-2, Figure 4-3
TEACHER TIP
Students can create a form from scratch or they can create a
form using the Form Wizard. The Form Wizard will lead them
through a series of choices to help them develop the form based
on a table or a query.
Explain to students that it is quite helpful to plan the form
before they create it. They will choose which fields will be
included on the form and approximately where they should be
placed. This will save them time while creating the form.

CLASSROOM ACTIVITIES
1. Classroom Discussion: What are the benefits of using the
Form Wizard?(Answer: The Form Wizard allows you to choose
some or all of the fields in the selected table or query, choose
fields from other tables and queries, and display the selected
fields in any order on the form. You can also apply an existing
style to the form to format its appearance.) Ask students when
they might not want to use the Form Wizard.
2. Quick Quiz:
1. The _____ allows you to create a form using all the fields in
the selected table or query.
(Answer: B)
A. Form Wizard
B. Form tool
C. Form Designer
D. Form Helper
2. When creating a form, you would choose the _____ layout if
you want to display the fields from multiple records at one
time.(Answer: Tabular or Datasheet)
LAB ACTIVITIES
Refer students to Figure 4-2. Have them look at each layout and
decide when it would be best to use each one. If you have time,
consider repeating the steps from the text but have students
choose a different layout each time. It is helpful for students to
see their other options so that they can make an informed
decision when they create their own forms.AC 185: Modifying a
Form’s Design in Layout View
LECTURE NOTES
· Show how to apply a theme to a form.
· Show how to add a picture to a form.
· Show how to change the color of the form title.
BOXES
· Reference: Applying a Theme to a Form (AC 185)

· InSight: Working with Themes (AC 189)
· ProSkills: Written Communication: Understanding the
Importance of Form Design (AC 193)
FIGURES
· Figure 4-4, Figure 4-5, Figure 4-6, Figure 4-7, Figure 4-8,
Figure 4-9
TEACHER TIP
Discuss the importance of form design. When you create a form,
it’s important to consider how the form will be used, so that its
design will accommodate the needs of people using the form to
view, enter, and maintain data.
1. Class Discussion:
1. Discuss the importance of how a form will be used and how
the design must accommodate the needs of the people using the
form. For example, if a form in a database mimics a paper form
that users will enter data from, the form in the database should
have the same fields in the same order as those on the paper
form. This will enable users to tab easily from one field to the
next in the database form to enter the necessary information
from the paper form. Also, it’s important to include a
meaningful title on the form to identify its purpose and to
enhance the appearance of the form.
2. A form that is visually appealing makes the database more
user-friendly and can improve the readability of the form,
thereby helping to prevent errors in data entry. Finally, be sure
to use a consistent design for all the forms in your database.
Users will expect to see similar elements—titles, pictures,
styles, and so on—in each form contained in a database. A mix
of form styles and elements among the forms in a database
could cause confusion and lead to problems when working with
the forms.
2.Quick Quiz:

1. True or False: In Form view, you cannot make any design
changes. (Answer: True)
2. True or False: You cannot add a picture to a form.(Answer:
False)AC 193: Navigating a Form
LECTURE NOTES
· Demonstrate how to move from one field to another in a form.
TEACHER TIP
Remind students that to view, navigate, and change data using a
form, they must be in Form view.
1. What key do you press to move to the next field? (Answer:
Tab)
2. What key do you press to move to the last field? (Answer:
End)
3. Ask students why it is advantageous to know how to navigate
a form.
2. Quick Quiz:
1. True or False: You can navigate through a form the same way
you navigate a table datasheet.(Answer: True)
2. True or False: When in the editing mode in a field, press
Ctrl+End to move the insertion point to the beginning of the
field value.(Answer: False)AC 194: Finding Data Using a Form
LECTURE NOTES
· Demonstrate how to find a record using a form.
· Demonstrate how to find a record using the * wildcard
character.
BOXES
· Reference: Finding Data in a Form or Datasheet (AC 194)
FIGURES
· Figure 4-10, Figure 4-11

TEACHER TIP
Although you can navigate through all the records in a form
using the navigation bar, sometimes it is desirable in a large
database to “jump” directly to a particular record. The Find
command makes it possible to find a particular record more
quickly, and allows users to specify the record they want to see
and then navigate directly to that record. You choose a field to
serve as the basis for the search by making that field the current
field, and then you enter the value you want Access to match in
the Find and Replace dialog box.
1.Class Discussion:
1. Where can you locate the wildcard character * on your
keyboard? (Answer: Shift+8; Numeric keypad)
2. Ask students what a wildcard is and to give examples of
when they might use one.
2. Quick Quiz:
1. Which tab would you select to locate the Find
group?(Answer: Home tab)
2. Which button would you click to stop the search?(Answer:
Cancel)
3. The _______ command lets you search for data in a form or
datasheet. (Answer: Find)
4. To make a field current, you _____ in the field. (Answer:
click)AC 196: Maintaining Table Data Using a Form
LECTURE NOTES
· Demonstrate how to change a record in a data form.
· Demonstrate how to add a new record using the data form.
· Show a completed form for a new record.
FIGURES
TEACHER TIP
Maintaining data using a form is often easier than using a

datasheet because you can concentrate on all the changes
required to a single record at one time. Remind students that
forms are built on underlying tables or queries. The data that is
being viewed in the form is “live” data from the table(s).Any
modifications (changes, additions, deletions) made to the data
in the form are recorded directly in the table.
1. Quick Quiz:
1. What symbol appears in the upper-left corner of the form
indicating that the form is in editing mode? (Answer: a pencil)
2. Which tab would you select to locate the Records
group?(Answer: the Home tab)
1. What are some ways you can maintain a form in Form view?
(Answer: You can edit the field values for a specific record,
delete a record from the underlying table, or add a new record
to the table.)
2. Ask students to discuss some procedures that might be
implemented in an organization to manage the Customer
table.AC 199: Previewing and Printing Selected Form Records
LECTURE NOTES
· Demonstrate how to preview a form.
· Demonstrate how to print one record.
FIGURES
· Figure 4-14
TEACHER TIP
Explain that Access can print as many form records as can fit on
a printed page, all pages, a range of pages, or just the selected
form record.
1. Creative Thinking Activity:
Discuss the advantages of previewing forms or records before

printing them. Do you think there would be advantages to
printing a form out first, reading it through, making corrections,
and then printing it again? Before you answer, imagine that the
report contains 1,000 records. Does your school require you to
pay for the paper you use to print? (Some schools do.)Do you
think that this is fair or do you feel that you should have
unlimited printing privileges? If you work at home, would you
be more likely to view a Print Preview to save on printing
costs? Are there other advantages to previewing the report
besides just being thrifty?
2. Quick Quiz:
1. In the Print dialog box, which option do you select to print
the current form record? (Answer: Selected Record)
2. True or False: Clicking the Close button on the program
window title bar closes only the database file.(Answer: False)
LAB ACTIVITIES
Ask students to add a new record to one of the tables using just
the datasheet. Then have students delete that record in the
datasheet. Next, have students make the same update but this
time using the form. Again, have students delete the record they
added. When finished, ask students to evaluate which process
was easier. Explain that multiple records often are entered at the
same time. Which of these processes (datasheet or form) would
be most useful if you were going to enter, say, 100 records?
Then consider which would be best if you were just going to
make one update. Students should learn to be versatile as they
consider the tasks they need to perform.AC 200: Creating a
Form with a Main Form and a Subform
LECTURE NOTES
· Show how to create a form using the Form Wizard.
· Show how to create a subform.
· Demonstrate how to navigate to different main form and
subform records.
FIGURES

TEACHER TIP
You can create a form with a subform on two tables that have a
previously established relationship. When the relationship
between the tables is a one-to-many relationship, the main form
will consist of data from the primary table and the subform will
consist of data from the related table. The Form Wizard will
make it easy for students to create a form with a subform. The
form with subform is a great way to display data for tables that
have a one-to-many relationship. Consider spending some time
talking about the part of the Form Wizard where students
choose the main form/subform format.
1. Quick Quiz:
1. When you create a form from two tables that are related, you
actually create a main form for the data from the _____ table
and a subform for the data from the related table.(Answer: D)
A. first
B. related
C. relationship
D. primary
2. When creating a form based on two tables, you first choose
the primary table and select the ______ you want to include in
the main form.(Answer: fields)
What is a subform? Ask students when would they use a
subform. (Answer: When you create a form containing data
from two tables that have a one-to-many relationship, you
actually create a main form for data from the primary table and
a subform for data from the related table. Access uses the
defined relationship between the tables to join them
automatically through the common field that exists in both
tables.)AC 208: Creating a Report Using the Report Wizard
LECTURE NOTES

· Discuss how to create a report based on a query.
· Demonstrate how to create a report using the Report Wizard.
· Demonstrate how to select fields to include in a report.
· Show how to view a close-up display of the report.
BOXES
· InSight: Creating a Report Based on a Query (AC 208)
· InSight: Changing a Report’s Page Orientation and Margins
(AC 212)
FIGURES
· Figure 4-18, Figure 4-19, Figure 4-20, Figure 4-21
TEACHER TIP
You can easily create a formatted printout of data in table(s) in
a database by using the Report Wizard. The Report Wizard will
take you through a series of steps that help you develop a new
report. Explain how using Print Preview will save ink and
paper. Encourage students always to look at the report in Print
Preview to see if the report is as they want it to be. If not, they
can make changes and then look at Print Preview again. Only
when they are satisfied with how the report looks should they
actually print it.
1. Quick Quiz:
1. True or False: You can create a report based on one or more
tables. (Answer: True)
2. True or False: You cannot create a report based on
queries.(Answer: False)
1. What is a report? (Answer: A report is a formatted printout of
the contents of one or more tables or queries in a database. In
Access, you can create your own reports or use the Report
Wizard to create them for you.)
2. Ask students to give examples of when they might print a

report.
TEACHER TIP
Records in a report (such as the one shown in Figure 4-21)
might not be listed in primary key order until after you close
and reopen the report (and possibly, after you close the report,
compact and repair the database, and reopen the report). The
solution file shows the records in primary key order because the
database has been closed and compacted.AC 212: Modifying a
Report’s Design in Layout View
LECTURE NOTES
· Show how to apply a theme to a report.
· Show how to change the alignment of field values.
· Show how to move and resize fields on a report.
· Show how to change the title font color and insert a picture in
a report.
FIGURES
TEACHER TIP
Similar to Layout view for forms, Layout view for reports
enables you to make modifications to the report’s design. Many
of the same options—such as those for changing the
AutoFormat and changing the color of text and lines—are
provided in Layout view for reports.You can insert a picture
into a report to improve its appearance. Once the picture is
inserted into the report, you can move it around and adjust its
size and location.
1. Quick Quiz:
1. True or False: The same themes available for forms are also
available for reports.
(Answer: True)
2. True or False: To change the report title, what must be

selected?(Answer: the report title)
1. In what ways can you improve the appearance of a report?
(Answer: You can add a picture to a report for visual interest or
to identify a particular section of the report. You can also
change the color of text in the report to enhance its appearance.)
2. Remind students to keep in mind their audience when
creating the report.
3. When might you want to change the colors in a report?AC
217: Using Conditional Formatting in a Report
LECTURE NOTES
· Demonstrate how to apply conditional formatting to a field in
a report.
· Discuss the importance of previewing reports.
BOXES
· ProSkills: Problem Solving: Understanding the Importance of
Previewing Reports (AC 219)
FIGURES
TEACHER TIP
Discuss how conditional formatting in a report (or form) is
special formatting applied only to certain field values
depending on one or more conditions—similar to criteria you
establish for queries. If a field value meets the condition or
conditions you specify, the formatting is applied to the value.
1. Quick Quiz:
1. True or False: Conditional formatting in a report (or form) is
special formatting applied to certain field values depending on
one or more conditions.(Answer: True)
2. True or False: If a field value meets the condition or
conditions specified, the formatting is not applied to the

value.(Answer: False)
1. What is the importance of displaying a report in Print
Preview? (Answer: When you create a report, it is a good idea
to display the report in Print Preview repeatedly as you continue
to develop the report. Doing so will give you a chance to find
any formatting problems or other issues so that you can make
any necessary corrections before printing the report. It is
particularly important to preview a report after you’ve made
changes to its design to ensure that the changes you made have
not created new problems with the report’s format. Before
printing any report, you should preview it so you can determine
where the pages will break, and make any necessary adjustments
so that the final printed output looks exactly the way you want
it to.)
2. Ask students to think of other ways they could “go green”
using Access.
TEACHER TIP
The student’s printer driver might format a report’s pages
differently, even if the student follows the steps in the tutorial
exactly. So the student’s results might vary from those given in
the solution file—including the appearance of a blank page
every alternate page in the report—but this does not necessarily
indicate that the student made an error. When printing a report,
students might receive an error message noting that the section
width is greater than the page width. Again, this might be
caused by the specific printer and printer driver a student is
using. Students can try resizing columns to get them to fit on
the page or simply print the report as is, knowing that the report
might contain some blank pages but that this does not mean the
student made an error.End of Tutorial Material
· SAM Assessment, Training, and Projects: This text is
available with SAM 2013 Assessment, Training, and Projects
that map directly to the learning objectives covered in each
chapter. SAM's active, hands-on training and skill-based

assessment help you master Microsoft Office skills. SAM
Projects let you apply skills in real-world scenarios using the
actual Microsoft Office applications. Immediate feedback and
comprehensive study guides give you the practice and support
you need to succeed. If you have a SAM account, login at
www.cengage.com/sam2013. To obtain a SAM account, visit
www.cengagebrain.com or contact your instructor or bookstore
for additional information.
· Review Assignments: Review Assignments provide students
with additional practice of the skills they learned in the tutorial
using the same tutorial case, with which they are already
familiar. These assignments are designed as straight practice
only and should not include anything of an exploratory nature.
· Case Problems: A typical NP tutorial has four Case Problems
following the Review Assignments. Short tutorials can have
fewer Case Problems (or none at all); other tutorials may have
five Case Problems. The Case Problems provide further hands-
on assessment of the skills and topics presented in the tutorial,
but with new case scenarios. There are four types of Case
Problems:
1. Apply. In this type of Case Problem, students apply the skills
that they have learned in the tutorial to solve a problem. Apply
Case Problems can include Explore steps, which go a bit beyond
what was presented in the tutorial, but should include only one
or two Explore steps if any at all.
1. Create. In a Create Case Problem, students are either shown
the end result, such as a finished Word document, and asked to
create the document based on the figure provided; or, students
are asked to create something from scratch in a more free-form
manner.
1. Challenge. A Challenge Case problem involves three or more
Explore steps. These steps challenge students by having them go
beyond what was covered in the tutorial, either with guidance in
the step or by using online Help as directed.
1. Troubleshoot. In this type of Case Problem, certain steps of
the exercise require students to identify and correct errors-

which are intentionally placed in the files. This is intended to
promote problem solving and critical thinking.
A tutorial does not have to include each of the four types of
Case Problems; rather, the tutorial’s content should dictate
which Case Problems to include. It’s possible, therefore, that
some tutorials might have three Case Problems of one type and
only one Case Problem of a different type. To the extent
possible, the first Case Problem in a tutorial should be an Apply
so that the Case Problems progress in degree of difficulty.
· ProSkills Exercises: This feature is new for Office 2013 and
Windows 7. ProSkills exercises integrate the technology skills
students learn with one or more of the following soft skills:
decision-making, problem-solving, teamwork, verbal
communication, and written communication. The goal of these
exercises is to enhance students’ understanding of the soft skills
and how to apply them appropriately in real-world, professional
situations that also involve software application skills. ProSkills
exercises are offered at various points throughout a text,
encompassing the concepts and skills presented in a standalone
tutorial or a group of related tutorials.
·
· Conditional formatting (AC 217)
· Control layout (AC 190)
· Detail record (AC 207)
· Form view (AC 181)
· Form Wizard (AC 181)
· Grouped report (AC 206)
· Landscape orientation (AC 207)
· Layout view (AC 181)
· Main form (AC 200)
· Portrait orientation (AC 207)
· Report Wizard (AC 207)
· Subform (AC 200)
· Wildcard character (AC 195)

Top of Document
New Perspectives
on Microsoft
Office
2013
Instructor’s Manual
1
of
1
Access
2013
Tutorial 4: Creating Forms and Reports
A Guide to this Instructor’s Manual:
enhance your teaching
experience through classroom activities and a cohesive chapter
summary.
headings that you see in the
textbook. Under each heading you will find (in order): Lecture
Notes that summarize the section,

Classroom Activities, and Lab
Activities. Pay special attention to teaching tips and activities
geared toward quizzing your
encouraging
experimentation within the
software.
Resources CD also contains PowerPoint
Presentations, Test Banks, and other supplements to aid in your
teaching experience.
For your students:
podcasts designed to keep your
students up to date with the latest in technology news.Direct
your students to
http://coursecasts.course.com
, where th
ey can download the most recent CourseCast onto their
MP
3
player. 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
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.
Table of Contents
Chapter Objectives
2
AC
182
: Creating a Form Using the Form Wizard
2
AC
185
: Modifying a Form’s Design in Layout View
3
AC
193
: Navigating a Form
4
AC
194
: Finding Data Using a Form
4

AC
196
: Maintaining Table Data Using a Form
5
AC
199
: Previewing and Printing Selected Form Records
5
AC
200
: Creating a Form with a Main Form and a Subform
6
AC
208
: Creating a Report Using the Report Wizard
7
AC
212
: Modifying a Report’s Design in Layout View
8
AC
217
: Using Conditional Formatting in a Report
9

10
1
1
Tutorial 3: Maintaining and Querying a Database
Key Terms
aggregate function A function that performs an arithmetic
operation on selected records in a database. (AC 161)
All Access Objects The default group in the Navigation Pane; it
displays all objects in the database. (AC 167)
And logical operator The logical operator you use in a query
when you want a record selected only if two or more conditions
are met. (AC 149)
AutoFilter An Access feature, available by clicking the arrow
to the right of a field name in Datasheet view for a table or
query, that enables you to quickly sort and display the field’s
values in various ways. (AC 132)
calculated field A field that you create with an expression that
displays the results of the expression in a datasheet, form, or
report, but does not exist as a field in the database. (AC 156)

comparison operator In a query, an operator that asks Access to
compare the value in a database field to the condition value and
to select all the records for which the relationship is true. (AC
140)
condition A criterion, or rule, that determines which records are
selected in a query. (AC 140)
design grid The portion of the Query window in Design view in
which you specify the fields and record selection criteria for the
query you are creating. (AC 116)
editing mode The mode in which you can insert or delete
characters in a field value based on the location of the insertion
point. (AC 118)
exact match A type of query in which the value in the specified
field must match the condition exactly in order for the record to
be included in the query results. (AC 141)
expand indicator In a datasheet, the plus sign that lets you
display the related records in the subdatasheet. (AC 123)
expression A statement containing a combination of database
fields, constants, and operators that you define in a query to
perform a calculation. (AC 156)
Expression Builder An Access tool that makes it easy to create
an expression by providing boxes for entering the expression,
options for displaying and selecting common operators, and one
or more lists of expression elements, such as table and field
names. (AC 156)
F2 key The function key you press to switch between navigation
mode and editing mode in a datasheet. (AC 118)

field list A list containing the fields for a table, with the table
name at the top and the fields listed in the order in which they
appear in the table. (AC 116)
filter A set of restrictions you place on the records in an open
datasheet or form to temporarily isolate a subset of the records.
(AC 136)
Filter By Form A filtering technique that changes a datasheet or
form to display blank fields, allowing you to select a value from
a list in any blank field to apply a filter that selects only those
records containing that value. (AC 136)
Filter By Selection A filtering technique that lets you select all
or part of a field value in a datasheet or form, and then display
only those records that contain the selected value in the field.
(AC 136)
Find command A command you use to search for data in a form
or a table or query datasheet so that you can locate a specific
field value or part of a field value. (AC 121)
Group By operator In a query, an operator that divides the
selected records into groups based on the values in the specified
field. (AC 166)
Hide Fields In Datasheet view, the command that allows you to
remove the display of one or more fields. (AC 119)
logical operator In a query, an operator that allows you to
combine two or more conditions. (AC 149)
maintain (a database) To add, change, and delete records in
database tables to keep them current and accurate. (AC 118)

navigation mode The mode in which Access selects an entire
field value, and your typed entry replaces the highlighted field
value. (AC 118)
nonunique (sort field) A sort field for which more than one
record can have the same value. (AC 133)
Object Type The default category in the Navigation Pane; it
arranges objects by type (tables, queries, forms, reports, and so
on). (AC 167)
Or logical operator The logical operator you use in a query
when you want a record selected if at least one of the specified
conditions is met. (AC 149)
plus sign (+) In a datasheet, a symbol indicating that a record
has related records in another table. (AC 122)
primary sort field The first sort field specified that determines
the order of records in an object. (AC 133)
query by example (QBE) A method of constructing a query by
giving Access an example of the information you are requesting.
(AC 117)
Query Wizard An Access tool that prompts you for information
by asking a series of questions and then creates the appropriate
query based on your answers. (AC 124)
recordset The set of records that results from running a query.
(AC 124)
run (a query) To answer a query and display the results. (AC
116)
secondary sort field A second field that determines the order of

records in an object that are already sorted by the primary sort
field. (AC 133)
select query A query in which you specify the fields and
records you want Access to select, and the results are returned
in the form of a datasheet. (AC 116)
sort To rearrange records in a specified order or sequence. (AC
131)
sort field The field used to determine the order of records in a
datasheet. (AC 131)
subdatasheet A datasheet that displays the records related to the
current record. (AC 123)
theme A predefined set of formats including colors, fonts, and
other effects that enhance a database object’s appearance and
usability. (AC 154)
Unhide Fields In Datasheet view, the command that allows you
to redisplay any hidden fields. (AC 119)
unique (sort field) A sort field whose value is different for each
record. (AC 133)
update (a database) To add, change, and delete records in
database tables to keep them current and accurate. (AC 118)
Zoom box A dialog box you can use to enter text, expressions,
or other values. (AC 156)

3
Tutorial
3
: Maintaining and Querying a Database
Key Terms
aggregate function
A function that performs an arithmetic operation on selecte
d
records in a database. (AC 1
61
)
All Access Objects
The
default group in the
Navigation Pane; it displays all objects in the
database. (AC
167
)
And logical operator
The logical operator you use in a query when you want a record
selected only if two or

more conditions are met. (AC 14
9
)
AutoFilter
An
Access feature, available by clicking the arrow to the right of a
field name
in Datasheet view for a table or query, that enables you to
quickly sort and display the
field’s
values in various ways. (AC 1
32
)
calculated field
A field that you create with
an expression that displays the results of
the expression in a datasheet, form, or report, but does not exist
as
a field in the
database. (AC 1
56
)
comparison operator
In a query, an operator that asks Access to compare the value in
a

database field to th
e condition value and to select all the records for which t
he
relationship is true. (AC 1
40
)
condition
A criterion, or rule, that determines which records
are selected in a query. (AC
1
40
)
design grid
The portion of the Query window in Design view in which you
specify the
fields and record selection criteria for the
query you are creating. (AC 11
6
)
editing mode
The mode in which you can insert or delete characters in a field
value
based on the locat
ion
of the insertion point. (AC 11

8
)
exact match
A type of query in which the value in the specified field must
match the
condition exactly in order for the record to be included in the
query results. (A
C 1
41
)
expand indicator
In a datasheet, the plus sign that lets you display the related
reco
rds
in the subdatasheet. (AC 1
23
)
expression
A statement containing a combination of database fields,
constants, and
operators that you define in a query t
o perform a calculation. (AC
1
56
)

Access 2013Tutorial 3: Maintaining and Querying a DatabaseA
Guide to this Instructor’s Manual:
enhance your teaching experience through classroom activities
and a cohesive chapter summary.
headings that you see in the textbook. Under each heading you
will find (in order): Lecture Notes that summarize the section,
Classroom Activities, and Lab Activities. Pay special attention
to teaching tips and activities geared toward quizzing your
encouraging experimentation within the software.
Resources CD also contains PowerPoint Presentations, Test
Banks, and other supplements to aid in your teaching
experience.
For your students:
podcasts designed to keep your students up to date with the
latest in technology news. Direct your students to
http://coursecasts.course.com, where they can download the
most recent CourseCast onto their mp3 player. 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
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.

Table of Contents
Chapter Objectives
2
AC 118: Updating a Database
2
AC 124: Introduction to Queries
3
AC 125: Creating and Running a Query
4
AC 128: Updating Data Using a Query
4
AC 129: Creating a Multitable Query
5
AC 131: Sorting Data in a Query
5
AC 136: Filtering Data
6
AC 142: Defining Record Selection Criteria for Queries
7
AC 149: Defining Multiple Selection Criteria for Queries
8
AC 154: Changing a Datasheet’s Appearance
9
AC 156: Creating a Calculated Field
9
AC 161: Using Aggregate Functions
10
AC 167: Working with the Navigation Pane
11
11
12
Chapter Objectives
Students will have mastered the material in this tutorial when

they can:
Page 22 of 12 Project 1: Creating a Worksheet and an
Embedded Chart
New Perspectives on Microsoft Office 2013 Instructor’s Manual
1 of 1
PPT 1.1
Session 3.1
· Find, modify, and delete records in a table
· Hide and unhide fields in a datasheet
· Work in the Query window in Design view
· Create, run, and save queries
· Update data using a query datasheet
· Create a query based on multiple tables
· Sort data in a query
· Filter data in a query
Session 3.2
· Specify an exact match condition in a query
· Use a comparison operator in a query to match a range of
values
· Use the And and Or logical operators in queries
· Change the font size and alternate row color in a datasheet
· Create and format a calculated field in a query
· Perform calculations in a query using aggregate functions and
record group calculations
· Change the display of database objects in the Navigation
PaneAC 118 Updating a Database
LECTURE NOTES
· Show how to modify records in a database
· Show how to hide and unhide fields
· Show how to find data in a table
· Show how to delete a record
BOXES

· Reference Window: Deleting a Record (AC 122)
· Insight: Process for Deleting Records (AC 124)
FIGURES
· Figure 3-1, Figure 3-2, Figure 3-3, Figure 3-4, Figure 3-5
TEACHER TIP
Be sure students understand that when they delete a record from
a table, there is no way to get it back.As is true anytime they
delete something, they should carefully consider whether that is
really what they want to do.
1. Classroom Discussion: Why is it not necessary to click the
Save button when changes are made? (Answer: Access
automatically saves your database when you move the insertion
point to a new field or to another record, or when you close the
table. It is not necessary to click the Save button to save
changes to field values or records.)
2. Quick Quiz:
· ______ a database is the process of adding, changing, and
deleting records in database tables to keep them current and
accurate.(Answer: A)
A. Updating
B. Creating
C. Deleting
D. Transforming
· True/False: Deleting a record is not permanent as it can be
retrieved from the Recycle Bin.(Answer: False)AC 124
Introduction to Queries
LECTURE NOTES
· Introduce queries

BOXES
· InSight: Designing Queries vs. Using a Query Wizard (AC
124)
FIGURES
· Figure 3-6
TEACHER TIP
Explain that the datasheet from the query is a temporary view of
the data. All of the data still exists in the participating tables
even though they might not be displayed in the query datasheet.
1. Group Activity: Divide students into groups of two or three.
Have students consider a table of student's records. Each group
should brainstorm about different queries (questions) they might
want to ask about the student data. Have students make a list of
possible queries including the fields that would be needed and
the criteria that would specify which records would be
displayed. Additionally, have the groups think about who might
need the results of their list of queries. If students have trouble
getting started, give them one of the following examples:
· A list of students who are from a particular state
· A list of students with a GPA of 3.0
· A list of students with a GPA under 2.0
· A list of students who are math majors
2. Quick Quiz:
· True/False: No Query Wizard exists in Access. (Answer:
False)
· True/False: The result of a query is referred to as a recordset.
(Answer: True)
AC 125 Creating and Running a Query
LECTURE NOTES
· Demonstrate how to create a query
· Demonstrate how to run a query

BOXES
· ProSkills: Decision Making: Comparing Methods for Adding
All Fields to the Design Grid (AC 128)
FIGURES
TEACHER TIP
Explain that a query result differs from a table's Datasheet view
in that only selected fields are displayed. The results of the
query will be displayed in order by the primary key of the table
unless a different sort order is specified.
1. Class Discussion: What is the difference between a query
datasheet and a table datasheet? (Answer: Although a query
datasheet looks just like a table datasheet and appears in
Datasheet view, a query datasheet is temporary, and its contents
are based on the criteria you establish in the design grid. In
contrast, a table datasheet shows the permanent data in a table.
However, you can update data while viewing a query datasheet,
just as you can when working in a table datasheet or form.)
2. Quick Quiz:
· True/False: A query datasheet displays all the fields in the
table in the same order as they appear in the table.(Answer:
False)
· True/False: If you accidentally add the wrong field to the
design grid, you will not be able to remove the field from the
grid. (Answer: False)AC 128 Updating Data Using a Query
LECTURE NOTES
· Demonstrate how to update data using a query
BOXES
· Query Datasheet vs. Table Datasheet (AC 129)

TEACHER TIP
You can use the query datasheet to update data in a table. It is
important to realize that the query datasheet is a temporary view
of the data. However, when you update data by means of the
query datasheet, the updates are placed directly into the
underlying table. You can only update fields that are
represented in the query. To observe the actual changes made to
the table, you will want to close the query and open the table in
Datasheet view.
Caution students about updating table data in a query.If only a
portion of the fields are represented in the query, there may be
fields that are not getting updated.
1. Quick Quiz:
· True/False: A query datasheet is temporary. (Answer: True)
· True/False: You should check the table to verify that changes
you made in the query datasheet were also made in the table.
(Answer: True)
Ask students to discuss the difference between a query
datasheet and a table datasheet.AC 129 Creating a Multitable
Query
LECTURE NOTES
· Demonstrate how to create a query using multitables
FIGURES
· Figure 3-9
TEACHER TIP
Explain to students that a multitable query is a query based on
more than one table. If you want to create aquery that retrieves
data from multiple tables, the tables must have a common field.

1. Creative Thinking Activity: Consider using some “real world
examples.” Use the class situation, for example. Say that a class
has one teacher and many students. Each student in the class has
one teacher, but the teacher has many students. So you can say
that the relationship between teacher and student is a one-to-
many relationship. You can use many examples to reinforce the
concepts of relationships. If you use the mother and child
relationship, you can say this is a one-to-many relationship
because each child has only one mother, but the mother may
have many children. If, on the other hand, you use the parent
(both mother and father) and child relationship, this would be a
many-to-many relationship because each child has “many”
(more than one) parents and each parent can have many
children. One final example would be the husband and wife
relationship. This is a one-to-one relationship because each
husband has one wife, and each wife has one husband.
2. Quick Quiz:
· True/False: A relationship must be established between tables
based on a common field that exists in both tables before you
can create a query to display data from both tables at the same
time. (Answer: True)
· True/False: A multitable query is a query based on only two
tables. (Answer: False)AC 131 Sorting Data in a Query
LECTURE NOTES
· Show how to use AutoFilter to sort data
· Show how to sort on multiple fields in Design view
BOXES
· Reference Window: Sorting a Query Datasheet (AC 133)
FIGURES
TEACHER TIP
You can control the order of data displayed in a query by
altering its sort key. Students will choose a field on which they

want the data to be sorted and then specify whether they want
the data sorted in ascending or descending order. Sometimes
they may want to specify multiple fields as the sort key if they
want to arrange data in sorted order within groups of data. They
will find that they can easily sort the query in the query design
grid.
1. Quick Quiz:
· The sort that allows you to sort numerically from lowest to
highest is a ____ sort.(Answer: A)
A. Number, Ascending
B. Number, Descending
C. Text, Ascending
D. Text, Descending
· _____is the process of rearranging records in a specified order
or sequence. (Answer: Sorting)
What is the AutoFilter? (Answer: It enables you to quickly sort
and display field values in various ways. A menu gives options
for sorting and displaying field values. The first two options on
the menu enable you to sort the values in the current field in
ascending or descending order. Unless you save the datasheet or
form after you’ve sorted the records, the rearrangement of
records is temporary.) Ask students to share some examples of
when AutoFilter might be used.AC 136 Filtering Data
LECTURE NOTES
· Demonstrate how to display records using Filter by Selection
BOXES
· Reference Window: Using Filter By Selection (AC 136)
FIGURES
TEACHER TIP

Sometimes database users will want to isolate a certain portion
of data in their query results. This is done by setting a filter, or
a set of restrictions, to specify what records they want to view
in the results. There are two methods used to make these
selections, “Filter By Selection” or “Filter By Form.” If you no
longer want to view the data with the filter applied, you can
simply remove the filter.
1. Quick Quiz:
· True/False: A filter is a set of restrictions you place on the
records in an open datasheet or form to permanently isolate a
subset of the records.(Answer: False)
· True/False: The simplest technique for filtering records is
Filter By Selection.(Answer: True)
What is the difference between Filter By Selection and Filter By
Form? (Answer: Filter By Selection lets you select all or part of
a field value in a datasheet or form, and then display only those
records that contain the selected value in the field. Filter By
Form changes your datasheet to display blank fields. Then you
can select a value using the arrow that appears when you click
any blank field to apply a filter that selects only those records
containing that value.) Ask students to give examples of when
you would use each.
LAB ACTIVITIES
Have students try filtering data by various fields and values.
Show them examples of setting and removing filters on several
fields. Explain that this is just a temporary filter that can be
removed at any time. The filter does not alter the data in the
table at all.AC 142 Defining Record Selection Criteria for
Queries
LECTURE NOTES
· Demonstrate how to specify an exact match using a query
· Show how to modify a query

· Show how to use a comparison operator to match a range of
values
FIGURES
· Figure 3-16, Figure 3-17, Figure 3-18, Figure 3-19, Figure 3-
20, Figure 3-21,
Figure 3-22, Figure 3-23, Figure 3-24, Figure 3-25
TEACHER TIP
Remind students that they have already learned how to select
what fields they want to see in a query datasheet. In this
section, they establish which records they want to see. Be sure
to thoroughly cover the concepts of a condition and how
comparison operators are used to establish the condition. Use
Figure 3-16 to go over the various operators. Be sure students
understand that where there are two symbols in an operator
(such as the less than or equal to operator) there is no space
between the two symbols. If they put a space between the
symbols, an error will be created.
1. Quick Quiz:
· True/False: A comparison operator asks Access to compare the
value in a database field to the condition value and to select all
the records for which the relationship is true.(Answer: True)
· True/False: You can make changes to the query if the results
are not what you expected or want to view. (Answer: True)
· To run a query again, double-click the query name in the
_____ pane. (Answer: Navigation)
2. Creative Thinking Activity:
Have students think of additional examples of the use of the
comparison operators.AC 149 Defining Multiple Selection
Criteria for Queries
LECTURE NOTES
· Discuss the logical operators And and Or for multiple
selection criteria

· Demonstrate how to create a new query using the And logical
operator
· Demonstrate how to create a new query using the Or logical
operator
BOXES
· InSight: Understanding the Results of Using And vs. Or (AC
153)
FIGURES
30
TEACHER TIP
When you need to use multiple conditions for a query, you will
need to use the logical operators to combine conditions. The
“And” logical operator specifies that both conditions must be
met. The “Or” logical operator specifies that one or the other of
the conditions must be met.
Spend some time going over the flowcharts in Figure 3-26.This
will help the students understand how the condition works. Use
the arrows to follow the chart under the current conditions.
1. Quick Quiz:
· True/False: If none of the conditions are met that you specify,
Accessdoes not select the record.(Answer: True)
· To create an Or condition in the Query window, you enter two
or conditions on _____. (Answer: A)
A. separate rows
B. the same row
C. separate design windows
D. separate datasheet columns
· When you want a record selected only if two or more
conditions are met, use the _____. (Answer: And logical

operator)
What is the difference between the And and Or logical
operators? (Answer: When you use the And logical operator to
define multiple selection criteria in a query, you narrow the
results produced by the query, because a record must meet more
than one condition to be included in the results. When you use
the Or logical operator, you broaden the results produced by the
query, because a record must meet only one of the conditions to
be included in the results. This is an important distinction to
keep in mind when you include multiple selection criteria in
queries, so that the queries you create will produce the results
you want.) Ask students to give examples of when each might
be used.
AC 154Changing a Datasheet’s Appearance
LECTURE NOTES
· Show how to modify the font size
· Demonstrate how to change the alternate row color
FIGURES
TEACHER TIP
Many of the formatting changes to a datasheet to improve its
appearance or readability are similar to the types of changes
you can also make in Word documents or Excel spreadsheets,
such as modifying the font type, size, color, and the alignment
of text. You can also apply different colors to the rows and
columns in a datasheet to enhance its appearance.
1. Quick Quiz:
· A _______ is a predefined set of formats including colors,
fonts, and other effects.
(Answer: theme)
· True/False: When choosing a row color, be sure not to select a

color that is too dark because it might obscure the data rather
than enhance it. (Answer: True)
In class, discuss the reasons for changing a datasheet’s
appearance. Why not let it use the programs defaults? Is
appearance that important?AC 156 Creating a Calculated Field
LECTURE NOTES
· Discuss calculated fields
· Show how to create calculated fields
· Demonstrate how to format a calculated field
BOXES
· Reference Window: Using Expression Builder (AC 157)
· Problem Solving: Creating a Calculated Field vs. Using the
Calculated Field Data Type (AC 161)
FIGURES
TEACHER TIP
Sometimes, students will want a query to actually perform a
calculation for them. They will need to enter an “expression”
into the query design grid. They have to be careful when
creating an expression that they are following the rules of
precedence. If students want to perform a calculation in a query,
they will need to add a “calculated field” to the query design.
1. Quick Quiz:
· True/False: You must first save and name a query in order for
its fields to be listed in the Expression Categories section.
(Answer: True)
· True/False: An Expression Builder is a field that displays the
results of an expression. (Answer: False)
In class, discuss the importance of understanding calculated

fields. Values that are produced by calculated fields should not
be stored as separate fields in a database table. If you store the
results of a calculated field in a table and the data produced by
the calculated field becomes outdated, you would have to update
the records in the table datasheet with the current data. It is best
to create a query that includes a calculated field to perform the
calculation you want. Then, every time you open the query, the
calculation is performed and the resulting query datasheet
reflects the most current data.
LAB ACTIVITIES
Ask the students to use Expression Builder to build several
expressions. If students become familiar with the use of
Expression Builder, they will have a smoother experience in
learning to develop calculated fields. Use Figure 3-33 to guide a
discussion of the parts of the Expression Builder dialog box.
AC 161 Using Aggregate Functions
LECTURE NOTES
· Discuss aggregate functions
· Show how to apply aggregate functions using the Total Row
· Demonstrate how to create queries with aggregate functions
· Show how to calculate statistics for groups of records
FIGURES
40, Figure 3-41
TEACHER TIP
Use Figure 3-36 to introduce the most commonly used aggregate
functions. Be sure to include in your discussion the “Data Types
Supported” so that students understand that they can only use
these functions on supported data types.
1. Quick Quiz:
· True/False: Aggregate functions perform arithmetic operations

on a database. (Answer: False)
· True/False: You can apply only one aggregate function to a
table. (Answer: False)
Discuss the exercise for using record group calculations.
Records are grouped by City, and aggregate functions are used
to create totals for the groupings. Who would use this kind of
report? What other ways might this table be grouped? Why
would this be used in an organization? Who would use the
report?AC 167 Working with the Navigation Pane
LECTURE NOTES
· Demonstrate how to group objects in the Navigation Pane
FIGURES
TEACHER TIP
Discuss that as you continue to create objects in a database, you
might want to display and work with them in different ways.
The Navigation Pane provides options for grouping database
objects in various ways to suit your needs.
1. Quick Quiz:
· True/False: You can hide the display of a group’s objects by
clicking the bar for the group. (Answer: True)
· The main area for working with the objects in a database is
referred to as the ________. (Answer: Navigation Pane)
Ask the class to discuss the default All Access Objects
category. (Answer: The default All Access Objects category is a
predefined category. You can also create custom categories to
group objects in the way that best suits how you want to manage
your database objects. As you continue to build a database and
the list of objects grows, creating a custom category can help
you to work more efficiently with the objects in the database.)

Why might you create custom categories?End of Tutorial
Material
· SAM Assessment, Training, and Projects: This text is
available with SAM 2013 Assessment, Training, and Projects
that map directly to the learning objectives covered in each
chapter. SAM's active, hands-on training and skill-based
assessment help you master Microsoft Office skills. SAM
Projects let you apply skills in real-world scenarios using the
actual Microsoft Office applications. Immediate feedback and
comprehensive study guides give you the practice and support
you need to succeed. If you have a SAM account, login at
www.cengage.com/sam2013. To obtain a SAM account, visit
www.cengagebrain.com or contact your instructor or bookstore
for additional information.
· Review Assignments: Review Assignments provide students
with additional practice of the skills they learned in the tutorial
using the same tutorial case, with which they are already
familiar.
· Case Problems: A typical NP tutorial has four Case Problems
following the Review Assignments. Short tutorials can have
fewer Case Problems (or none at all); other tutorials may have
five Case Problems. The Case Problems provide further hands-
on assessment of the skills and topics presented in the tutorial,
but with new case scenarios. There are four types of Case
Problems:
· Apply. In this type of Case Problem, students apply the skills
that they have learned in the tutorial to solve a problem.
· Create. In a Create Case Problem, students are either shown
the end result, such as a finished Web site, and asked to create
the document based on the figure provided, or students are
asked to create something from scratch in a more free-form
manner.
· Challenge. A Challenge Case Problem involves three or more
Explore steps. These steps challenge students by having them go
beyond what was covered in the tutorial, either with guidance in
the step or by using online Help as directed.

· Troubleshoot. In this type of Case Problem, certain steps of
the exercise require students to identify and correct errors-
which are intentionally placed in the files. This is intended to
promote problem solving and critical thinking.
A tutorial does not have to include each of the four types of
Case Problems; rather, the tutorial’s content should dictate
which Case Problems to include. It is possible, therefore, that
some tutorials might have three Case Problems of one type and
only one Case Problem of a different type. To the extent
possible, the first Case Problem in a tutorial should be an Apply
so that the Case Problems progress in degree of difficulty.
· ProSkills Exercises: This feature is new for Office 2013 and
Windows 7. ProSkills exercises integrate the technology skills
students learn with one or more of the following soft skills:
decision-making, problem-solving, teamwork, verbal
communication, and written communication. The goal of these
exercises is to enhance students’ understanding of the soft skills
and how to apply them appropriately in real-world, professional
situations that also involve software application skills. ProSkills
exercises are offered at various points throughout a text,
encompassing the concepts and skills presented in a standalone
tutorial or a group of related tutorials.
·
· Aggregate functions (AC 161)
· All Access Objects (AC 167)
· And logical operator (AC 149)
· AutoFilter (AC 132)
· Calculated field (AC 156)
· Comparison operator (AC 140)
· Condition (AC 140)
· Design grid (AC 116)
· Editing mode (AC 118)
· Exact match (AC 141)
· Expand indicator (AC 123)

· Expression (AC 156)
· Expression Builder (AC 156)
· F2 key (AC 118)
· Field list (AC 116)
· Filter (AC 136)
· Filter By Form (AC 136)
· Filter By Selection (AC 136)
· Find command (AC 121)
· Group By operator (AC 166)
· Hide Fields (AC 119)
· Logical operators (AC 149)
· Navigation mode (AC 118)
· Nonunique (AC 133)
· Object Type (AC 167)
· Or logical operator (AC 149)
· Plus sign (AC 122)
· Primary sort field (AC 133)
· QBE (AC 117)
· Query by example (AC 117)
· Query Wizard (AC 124)
· Recordset (AC 124)
· Running (AC 116)
· Secondary sort field (AC 133)
· Select query (AC 116)
· Sort field (AC 131)
· Sorting (AC 131)
· Subdatasheet (AC 123)
· Theme (AC 154)
· Unhide Fields (AC 119)
· Unique (AC 133)
· Zoom box (AC 156)
Top of Document

New Perspective
s
on
Microsoft
Office
2013
Instructor’s Manual
1
of
1
Access
2013
Tutorial 3: Maintaining and Querying a Database
A Guide to this Instructor’s Manual:
enhance your teaching
experience
through classroom activities and a cohesive chapter summary.
headings that you see in the
textbook. Under each heading you will find (in order): Lecture
Notes that summarize the section
,

Classroom Activities, and Lab
Activities. Pay special attention to teaching tips and activities
geared toward quizzing your
encouraging
experimentation within the
software.
Resources CD also contains PowerPoint
Presentations, Test Banks, and other supplements to aid in your
teaching experience.
For your students:
podcasts designed to keep your
students up to date with the latest in technology news. Direct
your students to
http://coursecasts.course.com
, where t
hey can download the most recent CourseCast onto their
mp3 player. 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
sorts through
and aggregates 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.
Table of Contents
Chapter Objectives
2
AC 1
1
8
: Updating a Database
2
AC 1
24
: Introduction to Queries
3
AC
125
: Creating and Running a Query
4
AC 1
28
: Updating Data Using a Query
4

AC 1
2
9
: Creating a Multitable Query
5
AC 1
31
: Sorting Data in a Query
5
AC 1
36
: Filtering Data
6
AC 1
4
2
: Defining Record Selection Criteria for Queries
7
AC
1
49
: Defining Multiple Selection Criteria for Queries
8
AC 154: Changing a Datasheet’s Appearance
9

Working with Databases and Objects Keystroke Shortcuts
Getting Started Window
and
click the template you want to use. Click Create. Or, click the
Blank Database button.
nt
list or click Open Other Files and browse for it.
Access 2013 Screen
General
Open a Database Ctrl + O
Close a Database Ctrl + W
Print Current View Ctrl + P
Delete Delete
Undo Ctrl + Z

Help F1
Delete Record Ctrl + -
Cancel Changes Esc
Insert Date Ctrl + ;
Insert Time Shift + Ctrl + :
Insert Value from Ctrl + ’
Same Field in (Apostrophe)
Previous Record
Check Spelling F7
Switch Applications Alt + Tab
Navigation
Next Field Tab
Previous Field Shift + Tab
Next Screen Page Down
Previous Screen Page Up
First Record Ctrl + ↑
Last Record Ctrl + ↓
Toggle Navigation Pane F11
Database Objects Editing

Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Find Ctrl + F
Replace Ctrl + H
Select All Ctrl + A
Tables store related data in rows (records) and
columns (fields).
Queries view, filter, calculate, change, sort,
and examine the data stored in tables.
Forms are custom screens that provide an
easy way to enter and view data in a table.
Reports present data from a table or query in
a printed format.
Macros automate common tasks and can be
run by clicking a button or pressing a shortcut
key.
Modules are groups of procedures written in
Visual Basic and used to automate tasks.
Page objects have been replaced by Windows
SharePoint Services. Pages in old databases can still
be viewed—but not edited—in Internet Explorer.

-click the object in the
Navigation Pane.
the Create tab on the
Ribbon and click a button for the object or wizard you
want to use on the Objects bar.
the window, click the Format tab on the Ribbon, click
the View button in the Views group and select Design
View or Layout View.
Delete. Click Yes.
-click the object, select
Rename from the contextual menu, enter the new
name, and press Enter.
epair/Compress a Database: Click the Database
Tools tab and select Compact and Repair Database.
Ribbon and click the type of file you want to import from
in the Import group. Follow the onscreen instructions.
Ribbon and click the type of file you want to export to in
the Export group. Follow the onscreen instructions.
Design View
Properties Alt + Enter
Open object in Ctrl + Enter
Design View

Save Object Ctrl + S
Microsoft ®
Access 2013
Cheat Sheet
Table open in Datasheet View Status bar
Objects in the
Navigation Pane
Object Tabs
Close button
Title bar Quick Access Toolbar
Ribbon
Free Cheat Sheets!
Visit: cheatsheets.customguide.com
© 2014 CustomGuide Learn by doing, not watching.
www.customguide.com
http://cheatsheets.customguide.com/
Working with Tables Field Data Types
Creating Table Relationships

Linking Tables tells Access how two tables are related to each
other. The
fields that you use to link two tables must contain the same
concept in two
different tables. A primary key field from one table is often
used when
linking two tables.
1. Click the Database Tools tab on the Ribbon and click the
Relationships button in the Relationships group.
2. If necessary, click the Design tab and then click the Show
Table
button. In the Show Table window, select a table you want to
link, click
the Add button, and repeat for each table. Click Close.
3. Drag a field from one table and drop it on the related field in
the second
table. (Optional) Check the Enforce Referential Integrity box.
Click
Create.
Working with Table Data
from tables
and some queries and forms.
Field Name
column header. Or, in Datasheet View, click a Data Type
option from
the Fields tab under Table Tools. Your field will be added and
you can
give it a name.

table.
to the left
of the record.
the
Ribbon and click the Delete button in the Records group. Click
Yes.
the
Spelling button in the Records group, or press F7.
contains the
value you want to search for, click the Home tab on the Ribbon
and
click the Find button in the Find group or press Ctrl + F. Type
the value
you want to search for in the Find What box and click Find
Next.
the field that
contains the
value you want to replace, click the Home tab on the Ribbon
and click
the Replace button in the Find group or press Ctrl + H. Type the

value
you want to search for in the Find What box and the new value
in the
Replace With box. Click Find Next until you’ve found what
you’re
looking for, then click Replace or Replace All to replace every
instance
of the value.
want to sort
by, click the Home tab and click either the Ascending or
Descending
button in the Sort & Filter group. Or, right-click on the field
and select
the sort button from the contextual menu.
contains the
values you want to filter by, click the Home tab on the Ribbon
and click
the Filter button in the Sort & Filter group. Check the boxes for
the
values you want to filter for.
& Filter
group.
ata Type: Select the field you want to
change,
click the Datasheet tab on the Ribbon, and click the Data Type
list
arrow in the Data Type & Formatting group. Select a data type.

Data Type Description
Short Text Stores text, numbers, or a combination of both, up
to 255
characters long.
Long Text Stores long text entries—up to 64,000 characters
long.
Number Stores numbers that can be used in calculations.
Date/Time Stores dates, times, or both.
Currency Stores numbers and symbols that represent money.
AutoNumber Automatically fills in a unique number for each
record.
Yes/No Stores only one of two values, such as Yes or No.
OLE Object Stores objects created in other programs, such as a
graphic, Excel spreadsheet, or Word document.
Hyperlink Stores clickable links to Web pages on the Internet or
files
on a network.
Lookup Wizard A wizard that helps you create a field whose
values are
selected from another table, query, or list of values.
Attachment Allows you to attach files and images to your
database.
Working with Queries

and click th Query
Wizard button in the Other group. Click Simple Query Wizard
and click OK. Follow
the onscreen instructions to select the fields you want to use
from the desired tables
and create the query. If you want to filter records, view the
query in Design view and
enter the criteria in the Criteria row.
click the View button in the
Views group.
click the Home tab on the
Ribbon and click the Totals button in the Records group. Click
the list arrow in a
column in the Total row in the query and select a calculation
type (Sum, Average, etc.).
Criteria Example Description
“London” Displays records where the field equals “London.”

Between 1/1/00 and
12/31/00
Displays records where the date is between 1/1/00 and
12/31/00.
NOT "USA" or
""
Displays records where the field does not contain the
text "USA" and is not blank.
Like “S*” Displays records where the field text starts with an
“S.”
IS NULL Displays records where the field is blank.
IS NOT NULL Displays records where the field is not blank.
100 Displays records whose field value is greater than 100.
Start adding a new record here
Record selector
To add a field to the
query, click and drag it
from the table down to
the design grid
Design grid Sort Order
Show Results

Criteria rows
The queried
tables appear
here. You can
also link tables
© 2014 CustomGuide Learn by doing, not watching.
www.customguide.com
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Interactive
Training
Learn by doing,
not watching.
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Interactive Training
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Course!
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