Access 2013: In Practice (Chapters 8-10)

Integrated Access Project 5For this project, you enhance the functionality of a database for Magnificent Meals. You append records from an Excel file to the Customers table. Export to XML the data and structure from a query. Use mail merge to generate a feedback letter to send to select customers. Create a custom Navigation pane to enhance the functionality of the database. Encrypt the database with a password and create a PDF file of the database table documentation. Finally, you use OneDrive and Word Online to customize and share a Word file.

[Student Learning Outcomes: 8.1, 8.4, 8.5, 9.1, 9.2, 9.5, 10.3, 10.5]

Note to Students and Instructor:Students: For this project, you share a OneDrive file with your instructor.Instructor: In order to complete this project, your students need your Microsoft email address.

Files Needed: MagnificentMeals-05.accdb, CustomerData.xlsx, MMFeedbackLetter.docx, and NewMealsMessage.docxCompleted Project File Names: [your initials] Access Project 5.accdb, [your initials] OrderDetail.xml, [your initials] OrderDetail.xsd, [your initials] FeedbackLetterMain.docx, [your initials] FeedbackLetter merge.docx, and [your initials] NewMealsMessage-edited.docx

Skills Covered in this Project Prepare an Excel file for importing. Append data from an Excel file to an existing table. Review a table after importing data. View and edit relationship properties. Export a query to XML. Use mail merge to create a form letter. Filter recipients in a mail merge. Save the settings in a mail merge document. Create a custom Navigation pane. Create a custom category and custom groups. Assign objects to groups. Modify shortcut properties. Hide objects and groups. Encrypt a database with a password. Use the Database Documenter tool. Log in to OneDrive. Create an OneDrive folder. Upload a file to an OneDrive folder. Add a comment to an Office Online application. Download an OneDrive file to your computer.

1. Open the MagnificentMeals-05.accdb database file from your student data files and save it as [your initials] Access Project 5.

2. If prompted, enable content in the database.3. Close the MainMenu form that opened automatically with the database.4. Prepare to import the Excel file.

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a. Open the Customers table in Design view. b. Click through each field to note the Field Name and the Required property setting of the field. c. Open the CustomerData.xlsx Excel file. Note that the first row contains field names and that

there are no missing values in the data rows.d. Close the file.e. Close the Customers table.

5. Append data from Excel to an existing table.a. Click the Excel button to launch the Get External Data – Excel Spreadsheet dialog box.b. Locate, select, and open the CustomerData.xlsx file.c. Choose to append a copy of the records to the Customers table and click OK to launch the

import process. d. Confirm that the data records display in the wizard window and advance to the next page of the

wizard. e. Confirm the name of the table in which to append the records and finish the wizard.f. Don’t save the import steps. g. Access appends the records to the table.

6. Open the Customers table in Datasheet view to verify that nine records shown in Figure 1 were appended to the table.

a. Click the plus sign to the left of CustID 1000 to expand the related records. Note that the related order from June 1, 2014 displays.

b. Close the Customers table.7. Enforce referential integrity between the Customers and Orders tables.

a. Open the Relationships window. Note that the existing relationship between the Customers and Orders tables does not have any symbols, indicating that referential integrity is not enforced.

b. Edit the relationship between Customers and Orders to Enforce Referential Integrity and Cascade Updates.

c. Save the changes and close the Relationships window.8. Export the OrderDetailExport query to XML.

a. Start the export by selecting the OrderDetailExport query and selecting XML File from the Export options. Use [your initials] OrderDetail.xml as the file name.

b. Start the export process.

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Figure 1 - Datasheet view of the Customers table after appending records from Excel

c. In the Export XML dialog box, choose to export both the data and the schema and click the More Options button.

d. On the Schema tab, save the schema file in the same location as the XML file and change the schema document name to [your initials] OrderDetail.xsd. Click OK to export the file.

e. Close the wizard without saving the export steps.

9. Open the [your initials] OrderDetail.xml file in Notepad to verify that it was created successfully. It should be similar to Figure 2. Close the file.

10. Perform a mail merge using an existing letter.a. Select the

CustomerOrderMailMerge query and click the Word Merge button.

b. Select the Link your data to an existing Microsoft Word document and click OK.

c. Locate, select, and open the MMFeedbackLetter.docx Word file. In the Word document, note that this document contains placeholders of VVVV, XXXX, YYYY and ZZZZ so you know where to position the merge fields.

d. Click the Next: Write your letter link. e. In the Word document, replace the VVVV placeholder with the <<AddressBlock>> merge field.

Accept the default selections on the Insert Address Block dialog box.f. Replace the remaining placeholders by clicking the More items link to open the Insert Merge

Field dialog box and insert the corresponding field. Replace XXXX with FirstName, YYYY with OrderDate, and ZZZZ with MealName.

g. Click the Next: Preview your letters link. The document updates to show how the merged data appears (Figure 3).

h. Click the Edit recipient list link to limit the records that display. The Mail Merge Recipients dialog box opens.

i. Click the Filter link to open the Filter and Sort dialog box.j. Select MealName from the Field box drop-down list and enter Chocolate Decadence

Cake in the Compare to box.k. Click OK. The Mail Merge Recipients box updates to display the 3 records where the order

contained this cake.l. Click OK to close the Mail Merge Recipients box.m. Click the Next:

Complete the merge link.

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Figure 2 – XML file after exporting the OrderDetailExport query

n. Click the Edit individual letters link and merge all the records. o. Save the completed merged document as [your initials] FeedbackLetter merge.docx and close

the document.11. Save a copy of the main document as [your initials] FeedbackLetterMain.docx to preserve the

merge settings and close the document.12. Create a category and group for a custom Navigation pane.

a. Open the Navigation Options dialog box.b. Add a new category named Magnificent Meals Main Menu.c. Add a new group in this category named Order Processing.d. Add a new group in this category named Mail Merge and Exports.e. If selected, uncheck the Show Hidden Objects box.f. Close the Navigation Options dialog box.

13. Assign objects and modify the Navigation pane for the Magnificent Meals Main Menu category.a. Select the Magnificent Meals Main Menu category. b. Drag the MainMenu form into the Order Processing group. c. Drag the CustomerOrderMailMerge and OrderDetailExport queries into the Mail Merge and

Exports group. d. Select the Disable Design View shortcuts check box for all of the shortcuts in the Order

Processing and Mail Merge and Exports groups. e. Hide the Unassigned Objects heading.f. If necessary, drag the divider bar to widen the Navigation

pane. The completed Navigation pane for the Human Resource Main Menu should look similar to Figure 4.

g. Close the database, but leave Access open.14. Password protect the database.

a. Open the [your initials] Access Project 5.accdb using the Open Exclusive option.

b. Encrypt the database with a password. Use ButterI$b3TTer as the password.c. Click OK. If you get a message about row level locking, click OK.d. Close the database.

15. Test the password-protected database.a. Open the [your initials] Access Project 5.accdb database file. b. Enter the password ButterI$b3TTer when prompted.

16. Create database documentation for the database tables.a. Click the Database Documenter button to open the Documenter dialog box.b. Select all of the tables on the Tables tab. c. Click the Options button. Verify that the options

in the Print Table Definition dialog box match those shown in Figure 5.

d. Preview the Database Documenter report. e. Export the documentation as a PDF file. Locate

the folder where you want to save the file, enter [your initials] Access Project

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Figure 4 - Completed Navigation pane

Figure 5 - Print Table Definition dialog box

5_Documentation.pdf as the file name, and choose to Open file after publishing. The PDF file opens in your PDF viewer.

f. Navigate through the pages in the PDF file to ensure it was created successfully. The report contains approximately 21 pages.

g. Close the PDF file.h. Don’t save the export steps.i. Click Close Print Preview.

17. Close the database and close Access.18. Create an OneDrive folder and upload files to the OneDrive folder.

a. Open an Internet browser page and log in to your OneDrive account (http://www.onedrive.com).

b. Create a new folder named MagMeals in the Files area.c. Upload the NewMealsMessage.docx file from your student data files to the MagMeals folder.

19. Add a comment to a document in Word Web App.a. Open the NewMealsMessage document in read-only mode in Word Online.b. Select the first line in the document.c. Add and post the following comment to the selected line in the document: Please review

this email message draft and let me know if you have any suggested changes.

d. Return to your MagMeals folder in OneDrive.20. Share the NewMealsMessage document with your instructor, include a brief message, and allow

him or her to edit the document.21. Download a file from OneDrive to your computer.

a. Select the NewMealsMessage document and download the file. In the dialog box that opens at the bottom of the window, click the Save arrow and select the Save as option (Figure 6) to open the Save As dialog box. Browse to the desired location and save the file as [your initials] NewMealsMessage-edited.docx. If you are using a different browser or Windows version, the save interface may be different.

b. Uncheck the NewMealsMessage file.22.Sign

out of OneDrive.

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Figure 6 - Save as option when downloading a file from OneDrive