Exp19_Access_Ch04_ML2 – Benefit Auction 1.0

Project Description:

You are helping to organize a benefit auction to raise money for families who lost their homes in a natural disaster. The information for the auction is currently stored in an Excel spreadsheet, but you have volunteered to import it to Access. You will create a database that will store the data from Excel in an Access database. You will create a form to manage the data-entry process. You also create two reports: one that lists the items collected in each category and one for labels so you can send the donors a thank-you letter after the auction.

Start Access. Open the downloaded   Access file named Exp19_Access_Ch4_ML2_Auction.accdb. Grader has automatically added   your last name to the beginning of the filename. Save the file to the   location where you are storing your files.

Open   the Items table in Design view.   Change the ID Field Name to ItemID.   Add a second field named Description.   Accept Short Text as the data type   for the Description field and change the field size to 50.

Enter   the remaining field names in the table (in this order): DateOfDonation, Category,   Price, DonorName,   DonorAddress1, and then DonorAddress2.   Change the data type of the DateOfDonation field to Date/Time and the Price field to Currency. Accept Short Text   as the data type for the remaining fields.

Open   Excel, and then open the file Items.xlsx.   Examine the length of the Category, DonorAddress1, and DonorAddress2 columns.   Return to Access. Change the field size for the Category to 15,   DonorAddress1 to 25, and DonorAddress2 to 30.   Save the table, and switch to Datasheet view.

Copy   and paste the 26 rows from the Excel spreadsheet into the Items table.   AutoFit all of the column widths so all data is visible. Save and close the   table.

Verify   that the Items table is selected in the Navigation Pane. Create a new form   using the Form tool.

Select   all of the fields and labels in the Detail section of the form. Change the   layout of the form to a Tabular Layout. With all of the fields selected,   switch to Design view and use the Property Sheet to set their widths to 1.3". Change the width of the ItemID,   Category, and Price columns to 0.75".

Add   conditional formatting so that each Price that is greater than 90   has a font color of Green (in the   first row, under Standard Colors). (Hint:   Search Conditional Formatting in the Tell me box). Save the form as Auction Items   Form.

Switch   to Form view and create a new record. Enter iPad   as the Description; 12/31/2018   as the DateOfDonation; House   as the Category; $400   as the Price; Staples   as the DonorName; 500 Market St   as the DonorAddress1; and Brick, NJ 08723   as the DonorAddress2.

Add   a sort to the form, so the lowest priced items display first. Save and close   the form.

Select   the Items table in the Navigation Pane and create a report using the Report   Wizard. Include all fields except the two donor address fields, group by   Category, include the Sum of Price as a Summary Option, accept the default   layout, and then save the report Auction Items by   Category.

Switch   to Layout view. Resize the DateOfDonation   control so that the left edge of the control aligns with the left edge of   the column label. Select   the Price and Sum of Price controls and increase the width to 0.75". Select any value in the DonorName column and drag the left   edge of the controls to the right to decrease the width of the column.   Preview the report to verify the column widths are correct.

Switch   to Layout view, and then sort the report so the least expensive item is displayed   first in each group. Save and close the report.

Select   the Items table in the Navigation   Pane. Create mailing labels based on the Avery 5660 template. (Hint: Search Labels in the Tell me box and then click the Labels tool in the results.) Place DonorName on the first line, DonorAddress1   on the second line, and DonorAddress2   on the third line. Sort the labels by DonorName.   Name the report Donor Labels.   After you create the labels, display them in Print Preview mode to verify   that all values will fit onto the label template. Close the label report.

Close   all database objects. Close the database and then exit Access. Submit the   database as directed.