Hands-On Lab, Access 2

NAME:

Kyle Scott

Due in Lesson 8 > Hands-On Lab by 4:59 p.m. on Friday in Week 8.

Learning Outcomes:
In this lab, you will: Resize windows to show both Word and Access files; Explain data
organization and identify Access objects; add a record to a table; customize a datasheet to
change colors & fonts; sort a table & add new data; examine query criteria; use forms to add
new records; edit a table to include attachments; create & modify a form; create a report based
on a query.

Step 1:
Resize windows to show your Word and Access files at the same time:
1. Open the Access file AmericanRiverMembers.accdb that you downloaded with this labs

files, then click back to this window in Word.

2. To complete this Lab youll need to move back and forth between open files in both Word

and Access. This becomes much easier when you can see both windows at the same
time:
a. Click the Resize/ Restore Down button at the top right of this Word window. Put

your mouse at the very bottom of the window, in the blue bar. Your mouse will
turn into a double-pointed arrow. Hold down your mouse button while dragging
up until your Word window is less than half of the total height of your screen.
b. Click the Access icon at the bottom of your screen. Put your mouse at the very

top of the window, then hold down your mouse button while dragging down to
fill the remaining space on your monitor beneath your resized Word window.
c. If these steps are challenging for you, this article may help:

http://www.computerhope.com/jargon/m/minimize.htm
3.

As you progress through this Lab, click into the Word window and scroll to the next step,
then click into the Access window. (Hint: Collapse the ribbon in Word to make more room!)

Step 2:
Explain data organization concepts and identify objects in Access:
1.

What are the four major objects in an Access database?

(HINT: Explore the Navigation Pane)

Tables

Form

Query

Report

BT118 A. Johnson Page 1 of 4

2. Open the Members table in the AmericanRiverMembers database.

Answer the two questions below to describe the hierarchy of data for this table:

a. How many fields are in the Members table? 14

b. How many records are in the Members table? 15
3. With the Members table open, change the View from Datasheet View to Design View:
a. Which field is designated as the Primary Key?
MemberID
b. What is the Data Type for that field?

AutoNumber

Step 3:
Add a record to the table:

1. With the Members table in Design View, add a field named Notes with a Data Type of
Long Text.

2. Change the View to Datasheet View and use the following data to add a new record to
the table:
Member
ID

15

First
Name

Denise

Last
Name

Burgess

Address

5741
Auberry
Road

City

State

Roseville CA

Zip

Email

95661 dburgess@hotmail.com

Cell
Phone
7808865863

Notes

Lives with John Burgess

(MemberID 13). Do not send
two mailings to this address.

Step 4:
Customize the datasheet:

1. With the Members table open in Datasheet view, modify the field order:
a. Move your mouse pointer over the name of the Notes column until it becomes a
down arrow.

b. Click to select the column (it will be highlighted).

c. Click, hold, and drag to move the Notes column to the left of the FirstName column.
A black vertical line moves with you to indicate the location where the column will
be moved.

d. Release the pointer. The Notes field should now be the second column in the table,
between the MemberID and FirstName fields.
BT118 A. Johnson Page 2 of 4

2. Change the font and font size of the table:

a. With the Members table open, use the Text Formatting group to select Cambria font
size 11. The font and font size of the entire table will change.

3. Modify column widths:

a. Move your mouse pointer on the right border of the Address field until your mouse
is a double-pointed arrow. Double-click to widen the column to fit the longest text.
(HINT: This trick works in Excel, too!)

b. Repeat step 4.3a above to widen the Email column to fit its contents.
Step 5:
Sort the table and add new data to a record:

1. With the Members table in Datasheet View, sort the Last Name field A to Z.
2. Widen the Notes field to show the longest text.
3. Select all of the text in the Notes field for Denise Burgess. Right-click to Copy this text.
4. Click in the Notes field for the next record, John Burgess. Right-click to Paste.
Edit the note to say: Lives with Denise Burgess (MemberID 15). Do not send two
mailings to this address.

Step 6:
Save and close Access objects and database:

1. Close the Members table, saving your changes.

2. Close the Access database, making sure you pay attention to where you saved it.
Step 7:
Upload your completed Lab files in Blackboard:

1. Save this document to your computer, making sure you pay attention to where you
saved.

2. Follow these steps to submit your completed Lab files for scoring:
a. Go back to our BT118 course pages in Blackboard in your web browser.
b. If its not already open, click Lesson 8 and then Hands-On Lab.
c. Click Browse My Computer; navigate to the location where you saved your lab files.
d. Verify that your completed Word and Access files from this Lab are both attached.
e. Click the Save & Submit button to send your Lab to your instructor for scoring.

BT118 A. Johnson Page 3 of 4

You are now finished with Lesson 8.

You are ready to begin Lesson 9 in Blackboard.

BT118 A. Johnson Page 4 of 4