Master Activity 1

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Complete the following Master Activity and submit your completed project.

Exporting an Access Report to Word and Editing in Google Docs

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As a student at Maricopa, you should already have a Google Account. You will need to be logged into Google account to complete this assignment. Since Google Docs is web based, it changes frequently. The steps outlined here may be slightly different from what you see on your screen. If you do not already have a Google account, you will need to create one. Go to http://google.com and in the upper right corner, click Sign In. On the Sign in screen, click Create Account. On the Create your Google Account page, complete the form, read and agree to the Terms of Service and Privacy Policy, and then click Next step. On the Welcome screen, click Get Started.

For this assignment, we will use Access to export a report to Microsoft Word, upload the Word document into , and then edit the report in Google Docs.

 

  1. From the desktop, open your browser, navigate to http://google.com, and then sign in to your Google account. In the upper right corner of your screen, click Google apps, and then click Drive. If you are already logged into your Maricopa Google Apps Account, click Apps, then Drive.
  2. Navigate to where your date files are stored, and open your Access Practice 5 database. If necessary, enable content.
  3. Ensure the navigation pane is open, and all access objects are shown. Click once to select the Faculty Contact Information report. Select it, but do not open it.
  4. On the External Data tab, in the group, select More, then choose Word.
  5. In the Export-RTD file dialog box click Browse, and then navigate to where you save your files. In the File Save as Dialog, click in the File Name box and type YourLastName_YourFirstName_Faculty_Contact_Information and then Save. In the Export-RTF File dialog box, select Open the destination file after export operation is complete button and then click OK.
  6. Notice how Word opens with the exported report data. In backstage view of the Word doc, verify the location that your Word doc is saved. Under Save As, notice you may have the option to save your document to One Drive or Sites. Do not save your file here yet, rather, we will upload the Word document through Google.
  7. Close Microsoft Word, and Close the Access Database.
  8. From your Google Account, click the Apps Menu, and then click Drive. In Google Drive, click New in the upper left hand corner, select Folder and title the folder Access Reports.
  9. In the upper right hand corner of your Google Drive window, click Settings, and then on the menu select settings again. In the Settings dialog box, next to Convert Uploads, ensure the check box next to Convert uploaded files to Google Docs editor format is selected. Click Done to close the Settings dialog box.
  10. Click New in the upper left hand corner, and then select File Upload. In the File Upload dialog box, navigate to where your files are stored, and locate the Faculty Contact Information Word document. Select the document, and then press upload. Double click the file to open it in Google Docs.
  11. In Google Docs, notice how E-Mail has a red wavy line under it. Right click in E-Mail, and select Add E-Mail to the dictionary.
  12. Select the entire report title and apply Bold and Underline. This is found on the Format tab.
  13. Select column heading Last Name. Apply underline and highlight color yellow. Apply the same format to the column headings First Name and E-Mail.
  14. Scroll through the email column of the report. For any E-Mail that is missing, type in the email using the convention lastnamefirstane@maricopa.edu. There should be two records that are missing an E-Mail address. Apply the font color red to the email addresses just added.
  15. At the bottom of the report, delete the comment that starts with If a faculty email is missing…
  16. Close your browser window to exit out of Google Docs.
  17. Submit or share your google doc per your instructors instructions for grading.

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Computer Usage and Applications by Abigail Rusu & Maricopa Millions is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.

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