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Access​ ​Tutorial​ ​Part​ ​3

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​ ​have​ ​completed​ ​part​ ​1​ ​and​ ​2​ ​in​ ​completion.​ ​These​ ​steps​ ​will​ ​not​ ​work​ ​if​ ​your​ ​database​ ​is​ ​not
setup​ ​correctly.

CREATING​ ​A​ ​BASIC​ ​SELECT​ ​QUERY​:​ ​Queries​ ​are​ ​for​ ​asking​ ​questions​ ​of​ ​the​ ​data.​ ​The​ ​first​ ​query​ ​you​ ​will​ ​create​ ​is​ ​designed​ ​to​ ​answer
the​ ​question​ ​“​How​ ​many​ ​customers​ ​do​ ​you​ ​have​ ​in​ ​Delaware?​”​ ​ ​To​ ​answer​ ​this​ ​question,​ ​we​ ​will​ ​create​ ​a​ ​custom​ ​query,​ ​which​ ​pulls
copies​ ​of​ ​data​ ​that​ ​you​ ​specify​ ​from​ ​tables​ ​or​ ​other​ ​queries.​ ​ ​Later​ ​in​ ​this​ ​tutorial,​ ​I’ll​ ​show​ ​you​ ​a​ ​very​ ​efficient​ ​way​ ​to​ ​do​ ​this,​ ​but​ ​for
now,​ ​we​ ​will​ ​create​ ​a​ ​simple​ ​Select​ ​query,​ ​sort​ ​the​ ​records​ ​by​ ​state,​ ​and​ ​manually​ ​count​ ​the​ ​number​ ​of​ ​customers.

1. Click​ ​on​ ​the​ ​Create​ ​ribbon​ ​and​ ​then​ ​click​ ​on​ ​the​ ​Query​ ​Design​ ​button.

2. This​ ​will​ ​open​ ​a​ ​blank​ ​query,​ ​and​ ​launch​ ​the​ ​Show​ ​Table​ ​box,​ ​which​ ​lets​ ​you​ ​add
tables​ ​and​ ​other​ ​queries​ ​to​ ​your​ ​new​ ​query​ ​design.​ ​ ​Because​ ​the​ ​customer
location​ ​information​ ​is​ ​stored​ ​in​ ​the​ ​Customers​ ​table,​ ​select​ ​customers​ ​from​ ​the
list​ ​and​ ​click​ ​the​ ​Add​ ​button.​ ​ ​Now,​ ​click​ ​the​ ​Close​ ​button.

3. Your​ ​query​ ​design​ ​view​ ​should​ ​look​ ​as​ ​follows:

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4. To​ ​get​ ​our​ ​answer,​ ​we​ ​need​ ​to​ ​specify​ ​the​ ​information​ ​that​ ​our​ ​query​ ​is​ ​to​ ​return​ ​from​ ​the​ ​Customers​ ​table.​ ​ ​Please​ ​note
that​ ​Select​ ​queries​ ​will​ ​NOT​ ​change​ ​or​ ​modify​ ​the​ ​data​ ​in​ ​your​ ​underlying​ ​table,​ ​these​ ​queries​ ​simply​ ​make​ ​copies​ ​of​ ​the
table​ ​data​ ​and​ ​manipulate​ ​the​ ​temporary,​ ​copied​ ​data.​ ​ ​For​ ​our​ ​first​ ​query,​ ​double​ ​click​ ​on​ ​the​ ​CustomerName​ ​field.​ ​ ​This
will​ ​then​ ​place​ ​that​ ​field​ ​in​ ​the​ ​first​ ​column​ ​at​ ​the​ ​bottom​ ​of​ ​your​ ​screen.​ ​ ​Now,​ ​double​ ​click​ ​on​ ​the​ ​State​ ​field​ ​to​ ​place​ ​it​ ​in
the​ ​second​ ​column​ ​below.​ ​ ​When​ ​you​ ​are​ ​finished,​ ​your​ ​design​ ​screen​ ​should​ ​look​ ​as​ ​follows:

5. Before​ ​running​ ​the​ ​query,​ ​we​ ​want​ ​to​ ​sort​ ​the​ ​results​ ​by​ ​state​ ​so​ ​that​ ​we​ ​can​ ​count
the​ ​number​ ​of​ ​Delaware​ ​customers.​ ​ ​To​ ​do​ ​this,​ ​click​ S​ ort​​ ​in​ ​the​ ​State​ ​column.​ ​This
will​ ​reveal​ ​a​ ​pull-down​ ​menu.​ ​ ​Click​ ​on​ ​the​ ​pull-down​ ​menu​ ​and​ ​select​ ​Ascending
from​ ​the​ ​menu.

6. click​ ​the​ ​Save​ ​button​ ​ ​and​ ​give​ ​your​ ​query​ ​the​ ​name​ q
​ 1Query​ ​then​ ​press​ ​OK

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7. Now,​ ​let’s​ ​run​ ​the​ ​query​ ​by​ ​clicking​ ​on​ ​the​ ​Run​ ​button​ ​in​ ​the​ ​toolbar​ ​toward​ ​the​ ​top​ ​of​ ​your​ ​screen.

8. Your​ ​query​ ​should​ ​return​ ​two​ ​columns​ ​of​ ​data​ ​sorted​ ​in​ ​ascending​ ​alphabetical​ ​order​ ​by​ ​state​ ​name.​ ​ ​As
you​ ​can​ ​see,​ ​there​ ​is​ ​one​ ​(1)​ ​customer​ ​from​ ​Delaware,​ ​five​ ​(5)​ ​customers​ ​from​ ​Maryland,​ ​and​ ​three​ ​(3)​ ​customers​ ​from

Virginia.

9. Close​ ​and​ ​save​ ​your​ ​query​ ​if​ ​prompted.

CREATING​ ​SELECT​ ​QUERIES​ ​WITH​ ​SEARCH​ ​CRITERIA​:​ ​Suppose​ ​that​ ​you​ ​want​ ​to​ ​answer​ ​the​ ​following​ ​question:​ ​“Where​ ​are​ ​your
Giant​ ​customers​ ​located?”​​ ​ ​We​ ​could​ ​simply​ ​sort​ ​the​ ​results​ ​by​ ​Customer​ ​Name​ ​and​ ​count​ ​the​ ​number​ ​of​ ​Giant​ ​customers,​ ​but​ ​this
could​ ​take​ ​a​ ​very​ ​long​ ​time​ ​if​ ​we​ ​have​ ​a​ ​large​ ​database.​ ​ ​It​ ​turns​ ​out​ ​that​ ​Access​ ​has​ ​some​ ​very​ ​powerful​ ​query​ ​options​ ​that​ ​make​ ​it
possible​ ​to​ ​only​ ​return​ ​our​ ​Giant​ ​customers.​ ​ ​To​ ​do​ ​this,​ ​we​ ​will​ ​create​ ​a​ ​copy​ ​of​ ​our​ ​first​ ​query,​ ​and​ ​then​ ​modify​ ​it​ ​to​ ​answer​ ​this
question.

10. The​ ​first​ ​step​ ​is​ ​to​ ​make​ ​a​ ​copy​ ​of​ ​the​ ​first​ ​query.​ ​ ​Llocate​ ​q1Query​ ​on​ ​the​ ​left​ ​side​ ​of​ ​the
screen,​ ​left-click​ ​on​ ​the​ ​query,​ ​and​ ​click​ ​Copy​.

11. Lleft​ ​click​ ​again​ ​on​ ​q1Query​ ​and​ ​click​ ​on​ ​Paste​.​ ​ ​This​ ​will​ ​launch​ ​the​ ​Paste​ ​As​ ​dialog​ ​box.
Name​ ​the​ ​copy​ ​q2Query​​ ​and​ ​click​ ​OK.

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12. Open​ ​q2Query​ ​and​ ​click​ ​on​ ​the​ ​Design​ ​View​ ​button​ ​in​ ​the​ ​upper​ ​left​ ​corner​ ​of​ ​the​ ​screen.​ ​This​ ​will​ ​launch​ ​q2Query​ ​in
Design​ ​View.​ ​ ​To​ ​limit​ ​our​ ​search​ ​results​ ​to​ ​only​ ​customers​ ​with​ ​the​ ​name
Giant​,​ ​click​ ​on​ ​the​ ​Criteria​ ​field​ ​below​ ​Customer​ ​Name​ ​and​ ​type​ ​in
“Giant”​ ​(in​ ​quotes)​ ​in​ ​the​ ​Criteria​ ​field.​ ​ ​Now​ ​save​ ​the​ ​query​ ​to​ ​update​ ​it.

13. Run​ ​your​ ​query.

14. Your​ ​q2Query​ ​results​ ​should​ ​look​ ​as​ ​follows:​ ​There​ ​are​ ​a​ ​total​ ​of​ ​three
Giant​ ​customers​ ​in​ ​the​ ​database​ ​(two​ ​in​ ​MD,​ ​and​ ​one​ ​in​ ​VA).

15. Close​ ​and​ ​save​ ​your​ ​query​ ​if​ ​prompted

CREATING​ ​AGGREGATE​ ​(GROUP​ ​BY)​ ​QUERIES:​ ​ ​If​ ​you​ ​have​ ​a​ ​lot​ ​of​ ​data​ ​and​ ​you​ ​want​ ​the​ ​database​ ​to​ ​do​ ​the​ ​counting​ ​for​ ​you,​ ​ ​you
need​ ​to​ ​create​ ​an​ ​Aggregate​ ​Query.​ ​ ​To​ ​demonstrate​ ​how​ ​to​ ​do​ ​this,​ ​let’s​ ​answer​ ​the​ ​question​ ​“H
​ ow​ ​many​ ​orders​ ​contain​ ​1L​ ​Clear
Pure​ ​water?​”

16. The​ ​first​ ​step​ ​is​ ​to​ ​create​ ​a​ ​blank​ ​query​ ​(follow​ ​the​ ​steps​ ​in​ ​Creating​ ​a​ ​Basic​ ​Select​ ​Query​ ​above).

17. Add​ ​the​ ​Products​ ​ ​table​ ​and​ ​the​ ​Sales​ ​Detail​ ​table​ ​by​ ​double​ ​clicking​ ​on​ ​both.​ ​Close​ ​the​ ​Show​ ​Table​ ​window.

18. Your​ ​screen​ ​should​ ​look​ ​like​ ​this:

19. Now,​ ​double​ ​click​ ​on​ ​Product​ ​Name​ ​from​ ​the​ ​Products​ ​table​ ​(this​ ​will​ ​place​ ​Product​ ​Name​ ​in​ ​the​ ​first​ ​column​ ​of​ ​the​ ​query).
Next,​ ​double​ ​click​ ​on​ ​Quantity​ ​from​ ​the​ ​Sales​ ​Detail​ ​table​ ​(this​ ​will​ ​place​ ​Quantity​ ​in​ ​the​ ​second​ ​column​ ​of​ ​the​ ​query).​ ​ ​Your

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screen​ ​should​ ​now​ ​look​ ​as​ ​follows:

20. Since​ ​we​ ​want​ ​Access​ ​to​ ​aggregate​ ​(i.e.​ ​sum​ ​or​ ​count)​ ​the​ ​results,​ ​click​ ​the​ ​Totals​ ​button​ ​in​ ​the​ ​toolbar​ ​at​ ​the​ ​top​ ​of​ ​the
screen.​ ​ ​This​ ​will​ ​add​ ​a​ ​new​ ​row​ ​to​ ​our​ ​query​ ​called​ ​Total,​ ​with​ ​the​ ​words​ ​“Group​ ​by”​ ​added​ ​to​ ​each​ ​column​ ​in​ ​this​ ​new

row:

21. Click​ ​on​ ​“Group​ ​By”​ ​underneath​ ​Quantity​ ​and​ ​a​ ​pull-down​ ​menu​ ​will​ ​appear.​ ​ ​Select​ ​Count​​ ​from​ ​the​ ​menu.

22. In​ ​the​ ​Criteria​ ​field​ ​below​ ​Product​ ​Name,​ ​add​ ​“1L​ ​Clear​ ​Pure”​ ​(in​ ​quotes).

23. Your​ ​query​ ​should​ ​now​ ​look​ ​like​ ​this:

24. Now,​ ​save​ ​your​ ​query​ ​as​ ​q3Query​​ ​and​ ​run​ ​it.​ ​ ​Your​ ​results​ ​should​ ​look​ ​like​ ​this:

NOTE:​ ​based​ ​on​ ​the​ ​additions​ ​you​ ​made​ ​to​ ​your​ ​database,​ ​your​ ​number​ ​may​ ​be​ ​different!

25. ​ ​Close​ ​your​ ​query​ ​and​ ​save​ ​if​ ​prompted.

GROUPING:​ ​ ​Microsoft​ ​Access​ ​also​ ​allows​ ​you​ ​to​ ​group​ ​results​ ​by​ ​more​ ​than​ ​one​ ​field.​ ​ ​To​ ​do​ ​this,​ ​you​ ​simply​ ​designate​ ​more​ ​than
one​ ​“Group​ ​By”​ ​field.​ ​ ​For​ ​example,​ ​if​ ​you​ ​want​ ​Access​ ​to​ ​answer​ ​the​ ​question​ ​“W
​ hat​ ​are​ ​the​ ​costs​ ​of​ ​your​ ​products?​”​ ​you​ ​would​ ​do
the​ ​following.

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26. First,​ ​create​ ​a​ ​blank​ ​query​ ​and​ ​add​ ​the​ ​Products​ ​table

27. Add​ ​the​ ​Product​ ​Name​ ​and​ ​Cost​ ​fields​ ​by​ ​double​ ​clicking

28. Click​ ​the​ ​Totals​ ​button​ ​in​ ​the​ ​toolbar​ ​at​ ​the​ ​top​ ​of​ ​the​ ​screen

29. Your​ ​query​ ​should​ ​look​ ​as​ ​like​ ​this:

30. Save​ ​the​ ​query​ ​as​ ​q4Query​​ ​and​ ​run​ ​it.​ ​ ​Your​ ​results​ ​should​ ​look​ ​as​ ​follows:

STOP!

You​ ​are​ ​finished​ ​querying​ ​your​ ​data!​ ​Before​ ​you​ ​move​ ​on​ ​to​ ​Part​ ​3,​ ​CLOSE​ ​Access​ ​and​ ​ ​SUBMIT​ ​this​ ​part​ ​ ​in​ ​myClasses.

​ ​Make​ ​sure​ ​you​ ​read​ ​the​ ​grading​ ​Rubric​ ​below.

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Grading​ ​for​ ​this​ ​part​ ​is​ ​as​ ​follows:

Description​ ​of​ ​Requirement​ ​Part​ ​3 Points

q1Query:​ ​what​ ​customers​ ​do​ ​you​ ​have​ ​in​ ​DE 5

q2Query:​ ​where​ ​are​ ​your​ ​giant​ ​customers​ ​located? 5

q3Query:​ ​How​ ​many​ ​orders​ ​contain​ ​1L​ ​Clear​ ​Pure​ ​water? 5

q4Query:​ ​What​ ​are​ ​the​ ​costs​ ​of​ ​your​ ​products? 5

Total 20​ ​Points