1. Office 2003 Advanced Concepts and Techniques M i c r o s o f t Access Project 6 Switchboards, PivotTables, and PivotCharts

2. Access Project 6: Switchboards, PivotTables, and PivotCharts 2 Objectives Create, add actions to, run, copy, and modify macros Create a switchboard and switchboard pages Modify switchboard pages Use a switchboard Import data and create a query

3. Access Project 6: Switchboards, PivotTables, and PivotCharts 3 Objectives Create a PivotTable Change properties in a PivotTable Use a PivotTable Create a PivotChart and add a legend

4. Access Project 6: Switchboards, PivotTables, and PivotCharts 4 Objectives Change the chart type and organization of a PivotChart Remove drop areas in a PivotChart Assign axis titles and a chart title in a PivotChart Use a PivotChart

5. Access Project 6: Switchboards, PivotTables, and PivotCharts 5 Opening a Database Start Microsoft Office Access and open the Ashton James College database, which should be stored in the Data folder on your C: drive

6. Access Project 6: Switchboards, PivotTables, and PivotCharts 6 Creating a Macro Click the Macros object Click the New button Maximize the window by double-clicking its title bar

7. Access Project 6: Switchboards, PivotTables, and PivotCharts 7 Adding Actions to a Macro Click the box arrow in the first row of the Action column to display a list of available actions Scroll down until Echo appears Click Echo Press the F6 key to move to the Action Arguments for the Echo action Click the Echo On box arrow

8. Access Project 6: Switchboards, PivotTables, and PivotCharts 8 Adding Actions to a Macro Click No Press the F6 key to move back to Echo in the Action column, and then press the TAB key Type Turn echo off to avoid screen flicker in the Comment column, and then press the TAB key Select Hourglass as the action in the second row Press the TAB key and then type Turn on hourglass as the comment in the second row

9. Access Project 6: Switchboards, PivotTables, and PivotCharts 9 Adding Actions to a Macro Press the TAB key and then select OpenForm as the third action Press the F6 key to move to the Action Arguments, and then click the Form Name box arrow Click Client Update Form, press the F6 key, press the TAB key, and then type Open Client Update Form as the comment Select Hourglass as the fourth action

10. Access Project 6: Switchboards, PivotTables, and PivotCharts 10 Adding Actions to a Macro Change the Hourglas On argument to No, and then type Turn off hourglass as the comment Select Echo as the fifth action and then type Turn echo on as the comment Click the Close Window button to close the macro, click the Yes button to save the macro, type Open Client Update Form as the name of the macro Click the OK button

11. Access Project 6: Switchboards, PivotTables, and PivotCharts 11 Adding Actions to a Macro

12. Access Project 6: Switchboards, PivotTables, and PivotCharts 12 Running a Macro Right-click the Open Client Update Form macro and then click Run on the shortcut menu Click the Close Window button on the Client Update Form window title bar

13. Access Project 6: Switchboards, PivotTables, and PivotCharts 13 Modifying a Macro Right-click the Open Client Update Form macro Click Design View If the Macro Name column appears, click the macro Names button on the Macro Design toolbar to remove the Macro Name column If the Condition column appears, click the Conditions button on the Macro Design toolbar to remove the Condition column

14. Access Project 6: Switchboards, PivotTables, and PivotCharts 14 Modifying a Macro Click the row selector on the row containing the OpenForm action to select the row, and then press the INSERT key to insert a new row Click the Action column arrow on the new row, select Maximize as the action, and then type Maximize the window as the comment Click the Close Window button, and then click the Yes button to save the changes

15. Access Project 6: Switchboards, PivotTables, and PivotCharts 15 Modifying a Macro

16. Access Project 6: Switchboards, PivotTables, and PivotCharts 16 Copying and Pasting a Macro Ensure the Macros object is selected, and right- click the Open Client Update Form macro Click Copy to copy the macro to the clipboard Right-click any open area of the Database window Click Paste, type Open Trainer Master Form in the Macro Name text box in the Paste As dialog box Click the OK button

17. Access Project 6: Switchboards, PivotTables, and PivotCharts 17 Copying and Pasting a Macro

18. Access Project 6: Switchboards, PivotTables, and PivotCharts 18 Creating a Switchboard With the Database window appearing, click Tools on the menu bar, and point to Database Utilities on the Tools menu Click Switchboard Manager Click the Yes button to create a new switchboard

19. Access Project 6: Switchboards, PivotTables, and PivotCharts 19 Creating Switchboard Pages Click the New button in the Switchboard Manager dialog box Type View Form as the name of the new switchboard page Click the OK button to create the View Form switchboard page Use the same technique to create the View Table, View Report, and Print Report switchboard pages

20. Access Project 6: Switchboards, PivotTables, and PivotCharts 20 Creating Switchboard Pages

21. Access Project 6: Switchboards, PivotTables, and PivotCharts 21 Modifying the Main Switchboard Page With the main Switchboard (Default) page selected, click the Edit button Click the New button, type View Form as the text, and then click the Switchboard box arrow Click View Form and then click the OK button to add the item to the switchboard Using the technique illustrated in the previous two steps, add the View Table, View Report, and Print Report items to the Main Switchboard page. In each case, the command is Go to Switchboard. The names of the switchboards are the sam as the name of the items. For example, the switchboard for the View Table item is called View Table

22. Access Project 6: Switchboards, PivotTables, and PivotCharts 22 Modifying the Main Switchboard Page Click the New button, type Exit Application as the text, and click the Command box arrow Click Exit Application and then click the OK button to add the item to the switchboard Click the Close button in the Edit Switchboard Page dialog box to indicate you have finished editing the Main Switchboard page

23. Access Project 6: Switchboards, PivotTables, and PivotCharts 23 Modifying the Main Switchboard Page

24. Access Project 6: Switchboards, PivotTables, and PivotCharts 24 Opening a Switchboard Click the Forms object and then right- click Switchboard Click Open

25. Access Project 6: Switchboards, PivotTables, and PivotCharts 25 Importing Data Create a new table, following the instructions on page AC 341 With the Ashton James College database open, click File on the menu bar, point to Get External Data, and then click Import Click the Files of type box arrow in the Import dialog box and then click Text Files. Select the location of the files to be imported. Make sure the Course text file is selected. Click the Import button

26. Access Project 6: Switchboards, PivotTables, and PivotCharts 26 Importing Data Make sure the Delimited option button is selected and click the Next button. Click First Row Contains Field Names check box and then click the Next button again Click the In an Existing Table option button and select the Course table from the list. Click the Next button, click the Finish button, and then click OK Repeat the previous four steps to import the Course Offerings text file

27. Access Project 6: Switchboards, PivotTables, and PivotCharts 27 Creating a Query Follow the instructions at the bottom of page AC 346 to relate the appropriate tables Click Tables on the Objects bar, and then click Trainer Click the New Object button arrow on the Database toolbar Click Query Be sure Design View is selected, and then click the OK button

28. Access Project 6: Switchboards, PivotTables, and PivotCharts 28 Creating a Query Be sure the Query1 : Select Query window is maximized Resize the upper and lower panes and the Trainer field list so all the fields in the Trainer table appear Right-click any open area in the upper pane, click Show Table on the shortcut menu, click the Client table, click the Add button click the Course Offerings table, click the Add button, and then click Close button in the Show Table dialog box Resize the Client and Course Offering field lists so all the fields appear Double-click the Trainer Number field from the Trainer table and the Client Number field from the Client table

29. Access Project 6: Switchboards, PivotTables, and PivotCharts 29 Creating a Query Double-click the Course Number and Hours Spent fields from the Course Offerings table Right-click the Field row in the first open column Click Zoom on the shortcut menu, type Hours Remaining:[Total Hours]- [Hours Spent] in the Zoom dialog box

30. Access Project 6: Switchboards, PivotTables, and PivotCharts 30 Creating a Query Click the OK button, click the Run button on the Query Design toolbar to ensure your results are correct, and then click the Close Window button for the window containing the query results Click the Yes button, type Trainers and Course Offerings as the name of the query, and then click the OK button

31. Access Project 6: Switchboards, PivotTables, and PivotCharts 31 Creating a Query

32. Access Project 6: Switchboards, PivotTables, and PivotCharts 32 Creating a PivotTable Click Queries on the Objects bar, right-click the Trainers and Course Offerings query, and then click Open on the shortcut menu Click the View button arrow Click PivotTable View If the PivotTable Field List does not appear, click the Field List button on the PivotTable toolbar to display the field list Click Course Number in the field list, and then ensure Row Area appears next to the Add to button

33. Access Project 6: Switchboards, PivotTables, and PivotCharts 33 Creating a PivotTable Click the Add to button to add the Course Number field to the Row area Click the Trainer number field and then click the arrow to display the list of available areas Click Column Area and then click the Add to button to add the Trainer Number field to the Column area Click Hours Spent, click the arrow to display the list of available areas, click Data Area, and then click the Add to button to add the Hours Spent field to the Data area Use the same technique to add the Hours Remaining field to the Data area. Close the PivotTable Field List by clicking its Close button

34. Access Project 6: Switchboards, PivotTables, and PivotCharts 34 Creating a PivotTable

35. Access Project 6: Switchboards, PivotTables, and PivotCharts 35 Changing Properties in a PivotTable Right-click the Sum of Hours Spent box, and then click Properties on the shortcut menu Click the Captions tab in the property sheet Delete the current entry in the Caption property box, type Spent as the new value for the Caption property, and then close the property sheet Use the same technique to change the caption for the Sum of Hours Remaining box to Remaining

36. Access Project 6: Switchboards, PivotTables, and PivotCharts 36 Changing Properties in a PivotTable

37. Access Project 6: Switchboards, PivotTables, and PivotCharts 37 Using a PivotTable If necessary, click Queries on the Objects bar, right-click the Trainers and Course Offerings query, and then click Open on the shortcut menu Click the View button arrow and then click PivotTable View Click the plus sign (+) under trainer number 42 Click the minus sign (-) under trainer number 42 to again display data for trainer number 42 Click the Trainer Number arrow

38. Access Project 6: Switchboards, PivotTables, and PivotCharts 38 Using a PivotTable Click the Check box for trainer number 42 to remove the check mark, and then click the OK button Click the Trainer Number arrow, click the All check box to display all trainer numbers, and then click the OK button Click the Field List button to display the PivotTable Field List. Click Client Number, click the arrow to display a list of available areas, click Filter Area, and then click the Add to button to add the Client Number field to the Filter area Click the Client Number arrow

39. Access Project 6: Switchboards, PivotTables, and PivotCharts 39 Using a PivotTable Click the check boxes in front of clients BS27 and CP27 to remove the check marks, and then click the OK button Click the Client Number arrow, click the All check box, and then click the OK button to display data for all clients Drag the Trainer Number field from the Column area to the Row area, and then drag Course Number field from the Row area to the Column area Click the Close Window button for the window containing the PivotTable Click the No button when asked if you want to save your changes

40. Access Project 6: Switchboards, PivotTables, and PivotCharts 40 Using a PivotTable

41. Access Project 6: Switchboards, PivotTables, and PivotCharts 41 Creating a PivotChart and Adding a Legend If necessary, click Queries on the Objects bar, right-click the Trainers and Course Offerings query, and then click Open on the shortcut menu Click the View button arrow, and then click PivotChart View If the Chart Field List appears, close the field list by clicking its Close button Click the Show Legend button

42. Access Project 6: Switchboards, PivotTables, and PivotCharts 42 Creating a PivotChart and Adding a Legend

43. Access Project 6: Switchboards, PivotTables, and PivotCharts 43 Changing the Chart Type If the Chart Type button is dimmed, click the Chartspace Click the Chart Type button on the PivotChart toolbar, and then, if necessary, click the Type tab Click the 3D Stacked Column type, and then close the Properties window

44. Access Project 6: Switchboards, PivotTables, and PivotCharts 44 Changing PivotChart Organization Click the By Row/By Column button on the PivotChart toolbar

45. Access Project 6: Switchboards, PivotTables, and PivotCharts 45 Assigning Axis Titles Right-click the axis title to the left of the chart, and then click Properties on the shortcut menu Click the Format tab in the Properties window, and then click the Caption box Use the BACKSPACE or DELETE key to delete the old caption

46. Access Project 6: Switchboards, PivotTables, and PivotCharts 46 Assigning Axis Titles Type Hours as the new caption Close the property sheet to complete the change of the axis title Use the same technique to change the other axis title to Trainer

47. Access Project 6: Switchboards, PivotTables, and PivotCharts 47 Removing Drop Areas Click View on the menu bar Click Drop Areas on the View menu

48. Access Project 6: Switchboards, PivotTables, and PivotCharts 48 Using a PivotChart Click Queries on the Objects bar, right-click the Trainers and Course Offerings query, and then click Open on the shortcut menu Click the View button arrow, and then click PivotChart View. Click View on the menu bar Click Drop Areas on the View menu, and then click the Trainer Number arrow Click the check box for trainer number 42 to remove the check mark, and then click the OK button

49. Access Project 6: Switchboards, PivotTables, and PivotCharts 49 Using a PivotChart Click the Close Window button for the window containing the PivotChart Click the No button when asked if you want to save your changes

50. Access Project 6: Switchboards, PivotTables, and PivotCharts 50 Summary Create, add actions to, run, copy, and modify macros Create a switchboard and switchboard pages Modify switchboard pages Use a switchboard Import data and create a query

51. Access Project 6: Switchboards, PivotTables, and PivotCharts 51 Summary Create a PivotTable Change properties in a PivotTable Use a PivotTable Create a PivotChart and add a legend

52. Access Project 6: Switchboards, PivotTables, and PivotCharts 52 Summary Change the chart type and organization of a PivotChart Remove drop areas in a PivotChart Assign axis titles and a chart title in a PivotChart Use a PivotChart

53. Office 2003 Advanced Concepts and Techniques M i c r o s o f t Access Project 6 Complete