Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 4 BACKNEXTEND 4-1 LINKS TO OBJECTIVES...

Copyright 2007, Paradigm Publishing Inc.

ACCESS 2007Chapter 4

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LINKS TO OBJECTIVES• Query Design• Query Criteria• Modify a Query• Using OR and AND

in a Query• Simple Query

Wizard• Calculated Field in

a Query• Aggregate

Functions in Queries

• Crosstab Query• Find Duplicates

Query• Find Unmatched

Query• Features Summary

Microsoft Access 2007 – Level 1Microsoft Access 2007 – Level 1

PERFORMING QUERIES

Chapter 4Chapter 4



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Performance ObjectivesPerformance Objectives

• Design a query to extract specific data from a table

• Use the Simple Query Wizard to extract specific data from a table

• Modify a query• Design queries with OR and AND criteria• Create a calculated field• Use aggregate functions in queries• Create crosstab, duplicate, and unmatched

queries



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Performing QueriesPerforming Queries

• Being able to extract (pull out) specific data from a table– one of the most important functions of a database

• Extracting data in Access is referred to as performing a query

• Query means to ask a question• You can:

– design your own query

– use a Simple Query Wizard

– use complex query wizards



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Designing a QueryDesigning a Query

Open the database file

Click Query Design button

OR

Click Query Wizard button

Steps to create a query:1. Identify the table(s) that contain the data2. Insert desired fields in the desired order3. Set the criteria for showing records4. Run the query5. Save the query



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Designing a Query…/2Designing a Query…/2

Double-click the desiredtable(s)

Add desired table(s) to the query design grid

Click Closewhen finished



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Drag desired fields

from the table tothe Field text box

Click drop-down arrow and click desired field

OROR

Add desired fields to the query design grid

OROR

Double-click

desired field



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Type criteria in this row

Add criteria to the query design grid



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Click the Run buttonto see the results

Run the query

Access searches the specified table for records that match the criteria and then displays

those records



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Click the Save buttonin the Quick Accesstoolbar

Type a name for the query and click OK

Save the query



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Query Criteria ExamplesQuery Criteria Examples

Criteria Returns records whose field value …

Smith Matches Smith exactly

Smith or Larson Matches either Smith or Larson

Not Smith Does not match Smith

S* or Like “S*” Begins with S or s and ends with anything

*s or Like “*s” Begins with anything and ends with s or S

[A-D*]Begins with A through D and ends with anything

1/1/2010 Matches the date 01/01/2010

<#04/01/2010# Is less than (before) 04/01/2010

>#04/01/2010# Is greater than (after) 04/01/2010

Between 1/1/2010 and 3/31/2010

Is a date between 1/1/2010 and 3/31/2010



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Performing a Query on Related TablesPerforming a Query on Related Tables

Add tables

Double-clickdesired fieldsin desired order

Enter criteria

Click Query Design button

Finally, Run the query and Save it



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Sorting Fields in a QuerySorting Fields in a Query

Click arrowin desired field

Click desiredsort order



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Modifying QueriesModifying Queries

Double-click a saved query

Click on Design view and makedesired changes

Click Run to view results

When finished with changes, click the Office button, Save As,Save object As…and type a name for the new query



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OR and AND Criteria in a QueryOR and AND Criteria in a Query

Type into ‘or:’ rows

Show only ABC Foods in

Indianapolis

Clients shown must be in either city

Criteria in different rows = ORCriteria in the same rows = AND



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Using the Simple Query WizardUsing the Simple Query Wizard

Choose


Click



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Using the Simple Query Wizard…/2Using the Simple Query Wizard…/2

Choose table fromdrop-down list Add/remove fields

Selected fields

appear here

Click



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Click

Specify typeof query



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Type a name

Select to modify

design orinsert criteria

Click

The wizard will automatically save the query



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Creating a Calculated FieldCreating a Calculated Field

Insert a field into a query to perform calculations on fields in each record; give the

new field a name

Type a field name followed by a colon(:) and type the expression to calculate

Example above Raise: [Salary]*.05

Type into field



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Designing Queries with Aggregate FunctionsDesigning Queries with Aggregate Functions

• Calculate statistics from numeric field values in a query with one of the following formulae– Sum

– Avg

– Min

– Max

– Count

• Access will display one row in the query results datasheet with the formula result for the function used



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Designing Queries with Aggregate Functions…/2Designing Queries with Aggregate Functions…/2

Click Totals button

Click down arrow,then click the desired aggregate function



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Creating a Crosstab QueryCreating a Crosstab Query

Calculates aggregate functions in which field values are grouped by two fields

Choose

Click




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Creating a Crosstab Query…/2Creating a Crosstab Query…/2

Selectdesiredtable orquery

ClickNext



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Selectfields toshow on the left

ClickNext



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Selecta field of

finite valuesfor the column

headings

ClickNext



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Selectthe dateintervalfor the

columns

ClickNext

This step only shows if the Column Heading is a Date field



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Selecta fieldand a

function

ClickNext



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Type a name for the query

ClickFinish



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Creating a Find Duplicates QueryCreating a Find Duplicates Query

Searches a specified table or query for records with duplicate field values

Choose

Click




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Creating a Find Duplicates Query…/2Creating a Find Duplicates Query…/2


ClickNext



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Selectfields that

may containduplicates

Click



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Select additional

fieldsto display

Click



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Type a name for

the query

ClickFinish



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Creating an Unmatched QueryCreating an Unmatched Query

Produces a list of the records in one table that have no matching record in a second table

Choose

Click




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Creating an Unmatched Query…/2Creating an Unmatched Query…/2


ClickNext



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Select desiredtable or query

that containsrelatedrecords

ClickNext



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Select thematchingfield(s)

ClickNext



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Select fieldsto display

Click



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Name thequery

ClickFinish



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What are the steps to create a query?

Features SummaryFeatures Summary

1. Identify the table(s) that contain the data

2. Insert desired fields in the desired order

3. Set the criteria for showing records

4. Run the query

5. Save the query



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How do you use the Simple Query Wizard?

Choose


Click




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How do you run a query?


Click the Run buttonto see the results



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How do you add a Total row to the Query Design grid?


With the grid open,Click the Totals button



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How do you start the Crosstab Query Wizard?


Choose

Click




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How do you start the Find Duplicates Query Wizard?


Choose

Click




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How do you start the Find Unmatched Query Wizard?

Features Summary

Choose

Click




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Coming NextComing Next

CREATING FORMS

Chapter 5Chapter 5

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Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 4 BACKNEXTEND 4-1 LINKS TO OBJECTIVES...

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