MicrosoftAccess 2010      Chapter 2 Querying a Database
Objectives•    Create queries using Design view•    Include fields in the design grid•    Use text and numeric data in cri...
Objectives• Join tables in queries• Create a report and a form from a query• Export data from a query to another applicati...
Project – Querying a DatabaseQuerying a Database             4
General Project Guidelines• Identify the fields• Identify restrictions• Determine whether special order is required• Deter...
Creating a Query in Design View• Click Create on the Ribbon to display the Create tab• Click the Query Design button (Crea...
Creating a Query in Design ViewQuerying a Database               7
Adding Fields to the Design Grid• Double-click each field to add to the queryQuerying a Database                          ...
Using Text Data in Criterion• Click the Criteria row  for the field to  produce an insertion  point• Type the criterion• C...
Using Text Data in Criterion• Click the Save button on the Quick Access Toolbar  to display the Save As dialog box• Type t...
Using a Wildcard• If necessary, click the Criteria row below the  desired field to produce an insertion point• If necessar...
Using a WildcardQuerying a Database   12
Using Criteria for a Field Not Includedin the Results• With the desired query open, click the Show  check box to remove th...
Using Criteria for a Field Not Includedin the ResultsQuerying a Database                       14
Creating and Viewing a Parameter Query• If necessary, return to Design view and type the  criterion for a parameter query ...
Creating and Viewing a Parameter QueryQuerying a Database                      16
Using a Number in a Criterion• Click the Query Design button (Create tab |  Queries group) to create a new query• Click th...
Using a Number in a CriterionQuerying a Database             18
Using a Comparison Operatorin a Criterion• Open the query in Design view• Enter the criterion with a comparison operatorQu...
Using a Compound CriterionInvolving AND• Open the query in Design view• Add the criteria for two fields in the Criteria ro...
Using a Compound CriterionInvolving OR• Open the query in Design view• Add criterion for one field to the Criteria row• Ad...
Clearing the Design Grid• Open the query in Design view• Click just above the column heading in the first  column in the g...
Clearing the Design GridQuerying a Database        23
Sorting Data in a Query• Open the query in Design view• Click the Sort row below the field you wish to  sort, and then cli...
Omitting Duplicates• Open the query in Design view• Click an empty field in the design grid• Click the Property Sheet butt...
Omitting DuplicatesQuerying a Database   26
Sorting on Multiple Keys• Open the query in Design view• Select a sort order in the Sort column for multiple  fieldsQueryi...
Creating a Top-Values Query• Open the query in Design view• Click the Return box arrow (Query Tools Design  tab | Query Se...
Joining TablesQuerying a Database   29
Joining Tables• Click the Query Design button (Create tab |  Queries group) to create a new query• Add two related tables ...
Joining TablesQuerying a Database   31
Joining TablesQuerying a Database   32
Changing Join Properties• Open the query in Design view• Right-click the join line to produce a shortcut  menu• Click Join...
Changing Join PropertiesQuerying a Database        34
Creating a Report Involving a Join• Open the Navigation Pane, and then select the  desired query containing a join in the ...
Creating a Report Involving a JoinQuerying a Database                  36
Creating a Form for a Query• Select the query in the Navigation Pane• Click the Form button (Create tab | Forms group)  to...
Exporting Data to Excel• Click the desired query in the Navigation pane to  select it• Click the Excel button (External Da...
Exporting Data to Excel• Click the ‘Save export steps’ check box (Export -  Excel Spreadsheet dialog box) to display the S...
Exporting Data to ExcelQuerying a Database       40
Restricting the Records in a Join• Open the query containing a join• Type the criterion for the desired fieldQuerying a Da...
Using a Calculated Field in a Query• Open the query in Design view containing a field  that can be calculated• Right-click...
Using a Calculated Field in a QueryQuerying a Database                   43
Changing a Caption• Open the query in Design view• Click the field in the design grid to which you wish  to add the captio...
Changing a CaptionQuerying a Database   45
Calculating Statistics• Create a new query for a table containing fields for  which you can calculate statistics• Click th...
Calculating StatisticsQuerying a Database      47
Using Criteria in Calculating Statistics• Add a field to the query containing statistics for  which you wish to add criter...
Using Criteria in Calculating StatisticsQuerying a Database                        49
Using GroupingQuerying a Database   50
Crosstab QueriesQuerying a Database   51
Creating a Crosstab Query• Click the Query Wizard button (Create tab |  Queries group) to display the New Query dialog  bo...
Creating a Crosstab QueryQuerying a Database         53
Customizing the Navigation Pane• If necessary, click the Shutter Bar Open/Close  Button to open the Navigation Pane• Click...
Customizing the Navigation PaneQuerying a Database               55
Chapter Summary•    Create queries using Design view•    Include fields in the design grid•    Use text and numeric data i...
Chapter Summary• Join tables in queries• Create a report and a form from a query• Export data from a query to another appl...
MicrosoftAccess 2010 Chapter 2 Complete
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Access Chapter 02

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Access Chapter 02 from textbook Microsoft Office 2010 by Shelly and Varmaat.

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Access Chapter 02

  1. 1. MicrosoftAccess 2010 Chapter 2 Querying a Database
  2. 2. Objectives• Create queries using Design view• Include fields in the design grid• Use text and numeric data in criteria• Save a query and use the saved query• Create and use parameter queries• Use compound criteria in queries• Sort data in queriesQuerying a Database 2
  3. 3. Objectives• Join tables in queries• Create a report and a form from a query• Export data from a query to another application• Perform calculations and calculate statistics in queries• Create crosstab queries• Customize the Navigation PaneQuerying a Database 3
  4. 4. Project – Querying a DatabaseQuerying a Database 4
  5. 5. General Project Guidelines• Identify the fields• Identify restrictions• Determine whether special order is required• Determine whether more than one table is required• Determine whether calculations are required• If data is to be summarized, determine whether a crosstab query would be appropriateQuerying a Database 5
  6. 6. Creating a Query in Design View• Click Create on the Ribbon to display the Create tab• Click the Query Design button (Create tab | Queries group) to create a new query• Click the table to add to the query• Click the Add button to add the selected table to the query• Click the Close button to remove the dialog box from the screen• Drag the lower edge of the field list down far enough so all fields in the table appearQuerying a Database 6
  7. 7. Creating a Query in Design ViewQuerying a Database 7
  8. 8. Adding Fields to the Design Grid• Double-click each field to add to the queryQuerying a Database 8
  9. 9. Using Text Data in Criterion• Click the Criteria row for the field to produce an insertion point• Type the criterion• Click the View button (Query Tools Design tab | Results group) to display the query resultsQuerying a Database 9
  10. 10. Using Text Data in Criterion• Click the Save button on the Quick Access Toolbar to display the Save As dialog box• Type the name of the query• Click the OK button (Save As dialog box) to save the queryQuerying a Database 10
  11. 11. Using a Wildcard• If necessary, click the Criteria row below the desired field to produce an insertion point• If necessary, delete the current entry• Type the criterion containing the wildcard character (*)Querying a Database 11
  12. 12. Using a WildcardQuerying a Database 12
  13. 13. Using Criteria for a Field Not Includedin the Results• With the desired query open, click the Show check box to remove the check mark for a field containing criteriaQuerying a Database 13
  14. 14. Using Criteria for a Field Not Includedin the ResultsQuerying a Database 14
  15. 15. Creating and Viewing a Parameter Query• If necessary, return to Design view and type the criterion for a parameter query ([Enter City], for example)• Run the queryQuerying a Database 15
  16. 16. Creating and Viewing a Parameter QueryQuerying a Database 16
  17. 17. Using a Number in a Criterion• Click the Query Design button (Create tab | Queries group) to create a new query• Click the table you wish to add to the query• Click the Add button to add the selected table to the query• Click the Close button to remove the dialog box from the screen• Add the desired fields to the query• Add a numeric criterion for a numeric fieldQuerying a Database 17
  18. 18. Using a Number in a CriterionQuerying a Database 18
  19. 19. Using a Comparison Operatorin a Criterion• Open the query in Design view• Enter the criterion with a comparison operatorQuerying a Database 19
  20. 20. Using a Compound CriterionInvolving AND• Open the query in Design view• Add the criteria for two fields in the Criteria rowQuerying a Database 20
  21. 21. Using a Compound CriterionInvolving OR• Open the query in Design view• Add criterion for one field to the Criteria row• Add criterion for another field in the or row (the row below the Criteria row)Querying a Database 21
  22. 22. Clearing the Design Grid• Open the query in Design view• Click just above the column heading in the first column in the grid to select the column• Hold the SHIFT key down and click just above the last column heading to select all the columns• Press the DELETE key to clear the design gridQuerying a Database 22
  23. 23. Clearing the Design GridQuerying a Database 23
  24. 24. Sorting Data in a Query• Open the query in Design view• Click the Sort row below the field you wish to sort, and then click the Sort row arrow to display a menu of possible sort orders• Click the desired sort orderQuerying a Database 24
  25. 25. Omitting Duplicates• Open the query in Design view• Click an empty field in the design grid• Click the Property Sheet button (Query Tools Design tab | Show/Hide group) to display the property sheet• Click the Unique Values property box, and then click the arrow that appears to produce a list of available choices• Click Yes and then close the Query Properties property sheet by clicking the Property Sheet button (Query Tools Design tab | Show / Hide group) a second timeQuerying a Database 25
  26. 26. Omitting DuplicatesQuerying a Database 26
  27. 27. Sorting on Multiple Keys• Open the query in Design view• Select a sort order in the Sort column for multiple fieldsQuerying a Database 27
  28. 28. Creating a Top-Values Query• Open the query in Design view• Click the Return box arrow (Query Tools Design tab | Query Setup group) to display the Return box menu• Click an option corresponding to the values you wish to returnQuerying a Database 28
  29. 29. Joining TablesQuerying a Database 29
  30. 30. Joining Tables• Click the Query Design button (Create tab | Queries group) to create a new query• Add two related tables to the new query• Add the desired fields from each table to the queryQuerying a Database 30
  31. 31. Joining TablesQuerying a Database 31
  32. 32. Joining TablesQuerying a Database 32
  33. 33. Changing Join Properties• Open the query in Design view• Right-click the join line to produce a shortcut menu• Click Join Properties on the shortcut menu to display the Join Properties dialog boxQuerying a Database 33
  34. 34. Changing Join PropertiesQuerying a Database 34
  35. 35. Creating a Report Involving a Join• Open the Navigation Pane, and then select the desired query containing a join in the Navigation Pane• Click the Report Wizard button (Create tab | Reports group) to display the Report Wizard dialog box• Add the desired fields to the query• Click the Next button to display the next Report Wizard screen• Follow the remaining steps in the wizard to specify a grouping, sort order, layout and orientation, and title• Click the Finish button to produce the reportQuerying a Database 35
  36. 36. Creating a Report Involving a JoinQuerying a Database 36
  37. 37. Creating a Form for a Query• Select the query in the Navigation Pane• Click the Form button (Create tab | Forms group) to create a simple formQuerying a Database 37
  38. 38. Exporting Data to Excel• Click the desired query in the Navigation pane to select it• Click the Excel button (External Data tab | Export group) to display the Export - Excel Spreadsheet dialog box• Click the Browse button (Export - Excel Spreadsheet dialog box) to display the File Save dialog box• Navigate to the location to save the exported file• Click the OK button (Export - Excel Spreadsheet dialog box) to export the dataQuerying a Database 38
  39. 39. Exporting Data to Excel• Click the ‘Save export steps’ check box (Export - Excel Spreadsheet dialog box) to display the Save export steps options• Type the desired name for the steps in the Save as text box• If necessary, type a description for the export steps• Click the Save Export button (Export - Excel Spreadsheet dialog box) to save the export stepsQuerying a Database 39
  40. 40. Exporting Data to ExcelQuerying a Database 40
  41. 41. Restricting the Records in a Join• Open the query containing a join• Type the criterion for the desired fieldQuerying a Database 41
  42. 42. Using a Calculated Field in a Query• Open the query in Design view containing a field that can be calculated• Right-click the Field row in the first open column in the design grid to display a shortcut menu• Click Zoom on the shortcut menu to display the Zoom dialog box• Type the calculation in the Zoom dialog box• Click the OK button (Zoom dialog box) to enter the expressionQuerying a Database 42
  43. 43. Using a Calculated Field in a QueryQuerying a Database 43
  44. 44. Changing a Caption• Open the query in Design view• Click the field in the design grid to which you wish to add the caption, and then click the Property Sheet button (Query Tools Design tab | Show/Hide group) to display the properties for the field• Click the Caption box, and then type the desired caption• Close the property sheet by clicking the property Sheet button a second timeQuerying a Database 44
  45. 45. Changing a CaptionQuerying a Database 45
  46. 46. Calculating Statistics• Create a new query for a table containing fields for which you can calculate statistics• Click the Totals button (Query Tools Design tab | Show/Hide group) to include the Total row in the design grid• Add the field for which you wish to total• Click the Total row for the added field• Click the Total box arrow to display the Total list• Select the desired calculation for Access to performQuerying a Database 46
  47. 47. Calculating StatisticsQuerying a Database 47
  48. 48. Using Criteria in Calculating Statistics• Add a field to the query containing statistics for which you wish to add criteria• Click the Total box arrow for the added field to produce a Total list• Click Where• Type the criterion in the Criteria rowQuerying a Database 48
  49. 49. Using Criteria in Calculating StatisticsQuerying a Database 49
  50. 50. Using GroupingQuerying a Database 50
  51. 51. Crosstab QueriesQuerying a Database 51
  52. 52. Creating a Crosstab Query• Click the Query Wizard button (Create tab | Queries group) to display the New Query dialog box• Click Crosstab Query Wizard (New Query dialog box)• Click the OK button to display the Crosstab Query Wizard dialog box• Follow the instructions in the wizard to select the row and column headings for the query, and then name the queryQuerying a Database 52
  53. 53. Creating a Crosstab QueryQuerying a Database 53
  54. 54. Customizing the Navigation Pane• If necessary, click the Shutter Bar Open/Close Button to open the Navigation Pane• Click the Navigation Pane arrow to produce the Navigation Pane menu• Click the desired option to organize the Navigation PaneQuerying a Database 54
  55. 55. Customizing the Navigation PaneQuerying a Database 55
  56. 56. Chapter Summary• Create queries using Design view• Include fields in the design grid• Use text and numeric data in criteria• Save a query and use the saved query• Create and use parameter queries• Use compound criteria in queries• Sort data in queriesQuerying a Database 56
  57. 57. Chapter Summary• Join tables in queries• Create a report and a form from a query• Export data from a query to another application• Perform calculations and calculate statistics in queries• Create crosstab queries• Customize the Navigation PaneQuerying a Database 57
  58. 58. MicrosoftAccess 2010 Chapter 2 Complete
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