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Microsoft Office 2007- Illustrated Introductory, Windows Vista Edition Building and Using Queries
Objectives <ul><li>Create a query </li></ul><ul><li>Use Query Design View </li></ul><ul><li>Modify queries </li></ul><ul><...
Objectives  <ul><li>Filter data </li></ul><ul><li>Apply AND criteria </li></ul><ul><li>Apply OR criteria </li></ul><ul><li...
Creating a Query <ul><li>A query allows you to “ask” for only the information you want vs. navigating through all the fiel...
Creating a Query <ul><li>One way to create a query is by using the Simple Query Wizard </li></ul><ul><li>The Wizard asks y...
Simple Query Wizard: Selecting Fields Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
Using Query Design View <ul><li>Another way to create a query is by using Query Design View </li></ul><ul><li>You also use...
Using Query Design View <ul><li>If 2 or more related tables are used, their relationship is shown with a  join line </li><...
Switching Between Query Design View & Datasheet View Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
Modifying Queries <ul><li>Work in Design View </li></ul><ul><li>Upper pane of Design View window shows field lists </li></...
Modified Query Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
Sorting and Finding Data <ul><li>Works the same way for queries as it does for tables </li></ul><ul><li>Data can be sorted...
Sort and Find Buttons Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
Filtering Data <ul><li>Filters provide a temporary way to display a subset of records that match given criteria </li></ul>...
Filtering Data <ul><li>Filter By Selection: Filtering by a given field value.  Filters records for an exact match. </li></...
Wildcards <ul><li>Used to search for a pattern; represents any character </li></ul><ul><li>Entered as criteria </li></ul><...
Applying AND Criteria <ul><li>AND criteria means  all  criteria must be true for the record to be selected </li></ul><ul><...
Criteria Syntax <ul><li>Quotation marks (“) around text criteria and pound signs (#) around date criteria are  automatical...
Searching for Blank Fields <ul><li>2 common criteria are  Is Null  and  Is Not Null </li></ul><ul><li>Is Null  – Finds all...
Example of AND Criteria Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
Comparison Operators Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
Applying OR Criteria <ul><li>OR criteria means  any one  criterion must be true for the record to be selected </li></ul><u...
Applying OR Criteria Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
Formatting a Datasheet <ul><li>Can : Change font size, font face, colors, gridlines </li></ul><ul><li>Cannot : Add custom ...
Example of Formatted Datasheet Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
Summary <ul><li>Create queries to answer “questions” about your data </li></ul><ul><li>Use table and query datasheets to v...
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Access 2007 Unit B

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Transcript of "Access 2007 Unit B"

  1. 1. Microsoft Office 2007- Illustrated Introductory, Windows Vista Edition Building and Using Queries
  2. 2. Objectives <ul><li>Create a query </li></ul><ul><li>Use Query Design View </li></ul><ul><li>Modify queries </li></ul><ul><li>Sort and find data </li></ul><ul><li>(continued) </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  3. 3. Objectives <ul><li>Filter data </li></ul><ul><li>Apply AND criteria </li></ul><ul><li>Apply OR criteria </li></ul><ul><li>Format a datasheet </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  4. 4. Creating a Query <ul><li>A query allows you to “ask” for only the information you want vs. navigating through all the fields and records of large tables </li></ul><ul><li>You can enter, edit and navigate data in a query datasheet just like a table datasheet </li></ul><ul><li>Query = logical view of the data </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  5. 5. Creating a Query <ul><li>One way to create a query is by using the Simple Query Wizard </li></ul><ul><li>The Wizard asks you questions to determine the information you want </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  6. 6. Simple Query Wizard: Selecting Fields Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  7. 7. Using Query Design View <ul><li>Another way to create a query is by using Query Design View </li></ul><ul><li>You also use Query Design View to edit an existing query </li></ul><ul><li>Query Design View presents the fields you can choose from in Field Lists </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  8. 8. Using Query Design View <ul><li>If 2 or more related tables are used, their relationship is shown with a join line </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  9. 9. Switching Between Query Design View & Datasheet View Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  10. 10. Modifying Queries <ul><li>Work in Design View </li></ul><ul><li>Upper pane of Design View window shows field lists </li></ul><ul><li>Lower pane of Design View window is used to add, delete or change the order of fields </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  11. 11. Modified Query Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  12. 12. Sorting and Finding Data <ul><li>Works the same way for queries as it does for tables </li></ul><ul><li>Data can be sorted by clicking the list arrow on a datasheet’s column heading, then click a sorting option </li></ul><ul><li>Data can also be sorted by using the Sort and Find buttons on the Home tab </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  13. 13. Sort and Find Buttons Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  14. 14. Filtering Data <ul><li>Filters provide a temporary way to display a subset of records that match given criteria </li></ul><ul><li>Filters are not used to calculate sums, averages, counts, etc. </li></ul><ul><li>Filters are removed when the datasheet is closed </li></ul><ul><li>Filters can, however, be saved as queries </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  15. 15. Filtering Data <ul><li>Filter By Selection: Filtering by a given field value. Filters records for an exact match. </li></ul><ul><li>Filter By Form: Filters by comparative data </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  16. 16. Wildcards <ul><li>Used to search for a pattern; represents any character </li></ul><ul><li>Entered as criteria </li></ul><ul><li>? Used to search for a single character </li></ul><ul><li>* Used to search for any number of characters </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  17. 17. Applying AND Criteria <ul><li>AND criteria means all criteria must be true for the record to be selected </li></ul><ul><li>Created by entering 2 or more criteria in the same Criteria row of the query design grid </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  18. 18. Criteria Syntax <ul><li>Quotation marks (“) around text criteria and pound signs (#) around date criteria are automatically added by Access </li></ul><ul><li>Criteria in Number, Currency, and Yes/No fields are not surrounded by any characters </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  19. 19. Searching for Blank Fields <ul><li>2 common criteria are Is Null and Is Not Null </li></ul><ul><li>Is Null – Finds all records where no entry has been made </li></ul><ul><li>Is Not Null – Finds all records where any entry has been made (even if zero) </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  20. 20. Example of AND Criteria Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  21. 21. Comparison Operators Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  22. 22. Applying OR Criteria <ul><li>OR criteria means any one criterion must be true for the record to be selected </li></ul><ul><li>Created by entering 2 or more criteria on different Criteria rows of the query design grid </li></ul><ul><li>Also created by entering 2 or more criteria in the same Criteria cell separated by OR </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  23. 23. Applying OR Criteria Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  24. 24. Formatting a Datasheet <ul><li>Can : Change font size, font face, colors, gridlines </li></ul><ul><li>Cannot : Add custom headers, footers, images, subtotals </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  25. 25. Example of Formatted Datasheet Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
  26. 26. Summary <ul><li>Create queries to answer “questions” about your data </li></ul><ul><li>Use table and query datasheets to view, sort, filter, and find data </li></ul><ul><li>AND / OR criteria are used to filter data </li></ul><ul><li>Filters are temporary; queries are permanent objects </li></ul>Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition
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