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Access​ ​Tutorial​ ​Part​ ​4

Reporting​ ​on​ ​the​ ​Data

To​ ​complete​ ​this​ ​lab,​ ​follow​ ​the​ ​steps​ ​outlined​ ​in​ ​the​ ​“Logging​ ​into​ ​Lynda.com”​ ​page​ ​in​ ​myClasses.​ ​Please​ ​watch​ ​the​ ​ ​Access​ ​2013
Essential​ ​Training​ ​with​ ​Adam​ ​Wilbert​ ​ ​and​ ​then,​ ​practice​ ​your​ ​Access​ ​skills​ ​to​ ​create​ ​a​ ​simple​ ​database.​ ​Follow​ ​the​ ​steps​ ​below​ ​to
complete.

SET​ ​UP:​​ ​As​ ​a​ ​starting​ ​point,​ ​you​ ​should​ ​use​ ​the​ ​Access​ ​database​ ​file​ ​you​ ​created​ ​for​ ​Part​ ​3.​ ​ ​In​ ​this​ ​tutorial,​ ​you​ ​will​ ​continue​ ​working
on​ ​the​ ​database​ ​you​ ​have​ ​created.​ ​ ​If​ ​the​ ​queries​ ​in​ ​your​ ​database​ ​file​ ​do​ ​not​ ​match​ ​the​ ​names​ ​from​ ​the​ ​Part​ ​#3​ ​Tutorial,​ ​that​ ​is​ ​fine,
you​ ​should​ ​simply​ ​substitute​ ​your​ ​object​ ​names​ ​for​ ​the​ ​ones​ ​in​ ​this​ ​guide.​ ​ ​If​ ​you​ ​have​ ​any​ ​questions​ ​on​ ​how​ ​to​ ​setup​ ​the​ ​underlying
queries​ ​used​ ​in​ ​this​ ​tutorial,​ ​please​ ​go​ ​back​ ​and​ ​review​ ​the​ ​Part​ ​#3​ ​tutorial.

CREATING​ ​A​ ​CUSTOMER​ ​REPORT:​ ​To​ ​build​ ​the​ ​customer​ ​report,​ ​we​ ​first​ ​need​ ​to​ ​open​ ​the
customer​ ​query​ ​we​ ​created​ ​in​ ​Part​ ​3.​ ​ ​In​ ​the​ ​Part​ ​3​ ​tutorial,​ ​this​ ​query​ ​was​ ​labeled​ ​q1Query​,​ ​and
the​ ​results​ ​look​ ​like​ ​this​ ​when​ ​run:

1. Your​ ​query​ ​should​ ​return​ ​two​ ​columns​ ​of​ ​data​ ​sorted​ ​in​ ​ascending​ ​alphabetical​ ​order​ ​by
state​ ​name.​ ​ ​To​ ​create​ ​a​ ​report​ ​based​ ​on​ ​this​ ​query​ ​(make​ ​sure​ ​that​ ​you​ ​have​ ​run​ ​the
query​ ​and​ ​have​ ​left​ ​the​ ​results​ ​open),​ ​click​ ​the​ ​Create​​ ​ribbon​ ​and​ ​then​ ​click​ ​on​ ​the
Report​​ ​button.

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2. This​ ​will​ ​create​ ​a​ ​generic​ ​report​ ​using​ ​the​ ​default​ ​template​ ​and​ ​your​ ​query’s​ ​data​ ​is​ ​used​ ​to​ ​populate​ ​the​ ​report:

3. To​ ​give​ ​the​ ​report​ ​a​ ​more​ ​appropriate​ ​name,​ ​click​ ​on​ ​the​ ​title​ ​and​ ​rename​ ​the​ ​report​ C
​ ustomer​ ​Report​.​ ​ ​Your​ ​report​ ​should
now​ ​look​ ​like​ ​this:

4. Click​ ​the​ ​Save​ ​button​ ​and​ ​name​ ​your​ ​report​ ​Customer​ ​Report​.
5. Close​ ​the​ ​report​ ​and​ ​save​ ​if​ ​prompted

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CREATING​ ​A​ ​SALES​ ​REPORT​ ​ ​To​ ​create​ ​a​ ​sales​ ​report,​ ​first​ ​locate​ ​the​ ​q3Query​.​ ​ ​It​ ​should​ ​look​ ​as​ ​follows​ ​when​ ​you​ ​run​ ​it:

6. This​ ​original​ ​query​ ​counted​ ​the​ ​number​ ​of​ ​orders​ ​containing​ ​the​ ​item​ ​“1L​ ​Clear​ ​Pure”.
Remember,​ ​your​ ​numbers​ ​may​ ​be​ ​different​ ​based​ ​on​ ​your​ ​additions.
7. To​ ​make​ ​the​ ​query​ ​more​ ​interesting,​ ​we​ ​will​ ​modify​ ​it​ ​slightly​ ​so​ ​that​ ​it​ ​summarizes​ ​total
sales​ ​(#​ ​orders)​ ​for​ ​every​ ​product​ ​our​ ​fictional​ ​company​ ​sells.​ ​ ​To​ ​do​ ​this,​ ​open​ ​the​ ​query in
Design​ ​View.
8. Delete​​ ​the​ ​criteria​ ​“1L​ ​Clear​ ​Pure”

9. Rerun​ ​the​ ​query.​ ​ ​Your​ ​results​ ​should​ ​look​ ​as​ ​follows​ ​(remember,​ ​your​ ​numbers​ ​may​ ​be​ ​different):

​​

10. To​ ​create​ ​a​ ​report​ ​based​ ​on​ ​this​ ​query​ ​(open​ ​it​ ​if​ ​you​ ​closed​ ​it​ ​already,​ ​select​ ​the​ ​Cr​ eate​​ ​ribbon​ ​and​ ​then​ ​click​ ​on​ ​the​ ​Report
button.​ ​ ​As​ ​with​ ​the​ ​previous​ ​report,​ ​edit​ ​the​ ​report’s​ ​title​ ​to​ ​Sales​ ​Report.​ ​ ​Your​ ​new​ ​report​ ​should​ ​look​ ​like​ ​this:

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11. Notice​ ​that​ ​the​ ​column​ ​labels​ ​show​ ​what​ ​the​ ​column​ ​is​ ​doing.​ ​To​ ​change​ ​that,​ ​click​ ​on​ ​CountOfQuantity​ ​and​ ​change​ ​this​ ​to
Total​ ​Sales.
12. Click​ ​the​ ​Save​ ​button​ ​and​ ​name​ ​your​ ​report​ ​Sales​ ​Report.​
13. Close​ ​and​ ​save​ ​if​ ​prompted​ ​any​ ​reports​ ​or​ ​queries​ ​that​ ​are​ ​open.

CREATING​ ​A​ ​PRODUCT​ ​REPORT:​ ​To​ ​create​ ​a​ ​sales​ ​report,​ ​first​ ​locate​ ​the​ ​q4Query​.​ ​ ​It​ ​should​ ​look​ ​as​ ​follows​ ​when​ ​you​ ​run​ ​it:

14. To​ ​create​ ​a​ ​report​ ​based​ ​on​ ​this​ ​query​ ​(make​ ​sure​ ​that​ ​you​ ​have​ ​run​ ​the​ ​query​ ​and​ ​have​ ​left​ ​the​ ​results​ ​open),​ ​click​ ​the
Create​​ ​ribbon​ ​and​ ​then​ ​click​ ​on​ ​the​ ​Report​​ ​button.​ ​ ​As​ ​with​ ​the​ ​previous​ ​report,​ ​edit​ ​the​ ​report’s​ ​title​ ​to​ ​Product​ ​Report.
Your​ ​new​ ​report​ ​should​ ​look​ ​like​ ​this:

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15. Notice,​ ​by​ ​default,​ ​the​ ​report​ ​sums​ ​the​ ​prices​ ​of​ ​our​ ​six​ ​products.​ ​ ​This​ ​doesn’t
make​ ​much​ ​sense,​ ​so​ ​we​ ​will​ ​edit​ ​the​ ​report​ ​to​ ​calculate​ ​the​ ​average​ ​price
instead.
16. Right​ ​click​ ​on​ ​the​ ​price​ ​total​ ​and​ ​find​ ​Total,​ ​then​ ​change​ ​the​ ​selection​ ​from
Sum​ ​to​ ​Average.
17. You​ ​can​ ​adjust​ ​the​ ​column​ ​size​ ​by​ ​clicking​ ​on​ ​it​ ​and​ ​dragging​ ​the​ ​box.
18. Your​ ​report​ ​should​ ​look​ ​as​ ​follows:

19. Close​ ​and​ ​save​ ​your​ ​report​ ​as​ ​Product​ ​Report.

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CREATING​ ​A​ ​CUSTOMER​ ​STATE​ ​REPORT:​ ​ ​To​ ​create​ ​a​ ​report​ ​of​ ​customers​ ​by​ ​state,​ ​first​ ​locate​ ​the​ ​q2Query​.​ ​ ​Open​ ​the​ ​query​ ​in
Design​ ​View.​ ​ ​First,​ ​delete​​ ​“Giant”​​ ​as​ ​an​ ​Criteria,​ ​then​ ​click​ ​the​ ​Totals​​ ​button.

20. Add​ ​a​ ​third​ ​column​ ​that​ ​will​ ​provide​ ​a​ ​count​ ​of​ ​the​ ​number​ ​of​ ​stores​ ​in​ ​each​ ​state.​ ​ ​To​ ​do​ ​this,​ ​enter​ ​the​ ​following
information​ ​(​exactly​ ​as​ ​I​ ​show​ ​below)​ ​into​ ​the​ ​empty​ ​third​ ​column:

21. Save​ ​the​ ​query​ ​and​ ​run​ ​it

22. You​ ​will​ ​notice,​ ​the​ ​Stores:​ ​portion​ ​of​ ​that​ ​expression​ ​changes​ ​the
column​ ​header​ ​and​ ​the​ ​Count(*)​ ​counts​ ​how​ ​many​ ​times​ ​that​ ​name
shows​ ​up​ ​in​ ​each​ ​state.​ ​So,​ ​there​ ​are​ ​2​ ​Giant​ ​stores​ ​in​ ​the​ ​state​ ​of
Maryland.
23. Save​ ​the​ ​changes
24. To​ ​create​ ​a​ ​report​ ​based​ ​on​ ​this​ ​query​ ​(make​ ​sure​ ​that​ ​you​ ​have​ ​run
the​ ​query​ ​and​ ​have​ ​left​ ​the​ ​results​ ​open),​ ​click​ ​the​ ​Create​​ ​ribbon​ ​and​ ​then​ ​click​ ​on​ ​the​ ​Report​ ​button.

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25. As​ ​with​ ​the​ ​previous​ ​report,​ ​edit​ ​the​ ​report’s​ ​title​ ​to​ ​Customer​ ​State​ ​Report.
26. If​ ​it​ ​looks​ ​good,​ ​save​ ​it​ ​as​ ​Customer​ ​State​ ​Rep​ort;​ ​ ​verify​ ​that​ ​your​ ​report​ ​looks​ ​as​ ​follows:

Congratulations!

your​ ​reporting​ ​is​ ​done!​ ​Make​ ​sure​ ​you​ ​read​ ​the​ ​grading​ ​Rubric​ ​below.

CLOSE​ ​your​ ​Access​ ​file​ ​and​ ​SUBMIT​ ​it​ ​in​ ​myClasses

Description​ ​of​ ​Requirement​ ​Part​ ​4 Points

Customer​ ​Report 5

Sales​ ​Report 5

Product​ ​Report 5

Customer​ ​State​ ​Report 5

Total: 20​ ​Points