Access: QueriesAd-hoc
Reporting
Chapter T
Access Queries
Queries
Access
Properties
Sorting
Selection Criteria
Calculations
Objective
▪State the purpose of common table properties.
▪Create queries to support common business problems. (Using Query Design View only)
▪Distinguish between record and summary calculations.
What are Access Objects?
▪Tables
▪Queries
▪Reports
▪Forms
Open XLS in Access – Step 1Open blank desktop database & name it
Open XLS in Access – Step 2Load data into new table
Open XLS in Access – Step 3
Open XLS in Access – Step 4Format Text Fields
Open XLS in Access – Step 5Add Primary Key
Open XLS in Access – Step 6Name Table
Example Data
Participant Registration Card
Participant ID: 1
Age:
Gender: Male Female
Are you married? Y or NAre you a parent? Y or NAre you a home owner?Y or N
What is your favorite food?
Example Data
Observation Card
Participant ID #:
Observation Date:
1 = Poor … 5 = Excellent
Rating of Product A: 1 2 3 4 5Rating of Product B: 1 2 3 4 5 Rating of Product C: 1 2 3 4 5 Rating of Product D: 1 2 3 4 5
Open Existing DatabaseStart Access
Review Tables
Review Relationships
What Table Properties Can I Set?
▪ Field Name
▪Data Type
▪ Field Size
▪ Format (output)
▪Decimal Places
▪ Input Mask
▪Default Value
▪ Validation Rule
▪ Required
▪ Indexed
Book Database
What is the Purpose of Queries?
▪Ad-hoc information retrieval
▪Output subsets of data
Start a QueryExample: List demographics of all participants.
Fields
Run a Query
Show & Hide FieldsExample: List demographics of all participants
but hide homeowner field.
Save a Query
Sort RecordsExample: List ratings for Product A from high to low.
Select RecordsExample: List demographics of Female participants.
Query More Than One Table
Example: List all observation ratings by female participants.
Selection Criteria: OperatorsExample: List demographics of all
participants over 30 years of age.
Selection Criteria: * and ?Example: List demographics of all
participants who like liver. Liver may be anywhere in the Favorite Food string; beginning, middle or end.
Selection Criteria: NOTExample: List demographics of all
participants who did not identify ice cream as their favorite food.
Selection Criteria: NULLExample: List demographics of all
participants who did not identify a favorite food.
Selection Criteria: ANDExample: List demographics of female
participants who are over thirty.
Selection Criteria: ORExample: List demographics of participants
who are either Female or over 30.
Combine Selection CriteriaExample: List all female participants who
are married and all male participants who are parents.
Selection Criteria: DatesExample: List all observations
recorded on Feb 24, 2011.
Summary CalculationsOne calculation total for a group of records.
Example: Calculate the average rating each participant assigned to Product A.
Record CalculationsOne calculation per record.
Example: Determine the age of each participant in five years.
Query Limitations▪Queries can show only one level of grouping at a time.
▪Queries have limited formatting options.