Access 2010 Unit B PPT


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Access 2010 Unit B PPT

  1. 1. Microsoft Access 2010- Illustrated Unit B:Building and Using Queries
  2. 2. Objectives • Use the Query Wizard • Work with data in a query • Use Query Design View • Sort and find data (continued)Microsoft Office 2010-Illustrated 2
  3. 3. Objectives (continued) • Filter data • Apply AND criteria • Apply OR criteria • Format a datasheetMicrosoft Office 2010-Illustrated 3
  4. 4. Using the Query Wizard • A query allows you to select a subset of fields and records from one or more tables and then present the selected data as a single datasheet • Because a query doesn’t physically store the data, a query datasheet is sometimes called a logical view of the dataMicrosoft Office 2010-Illustrated 4
  5. 5. Using the Query Wizard • Technically, a query is a set of SQL (Structured Query Language) instructions, but because you can use Access query tools such as Query Design View, you are not required to know SQL to build or use Access queriesMicrosoft Office 2010-Illustrated 5
  6. 6. Using the Query WizardMicrosoft Office 2010-Illustrated 6
  7. 7. Working with Data in a Query • You enter and edit data in a query datasheet the same way you do in a table datasheet • Any edits you make in a query datasheet are permanently stored in the underlying tables, and are automatically updated in all views of the data in other queries, forms, and reportsMicrosoft Office 2010-Illustrated 7
  8. 8. Working with Data in a QueryMicrosoft Office 2010-Illustrated 8
  9. 9. Using Query Design View • Use Query Design View to: • Add, delete, or move the fields in an existing query, to specify sort orders, or to add criteria to limit the number of records shown in the resulting datasheet • Create a new query from scratchMicrosoft Office 2010-Illustrated 9
  10. 10. Using Query Design View • Query Design View presents the fields you can use for that query in small windows called field lists • If you use the fields of two or more related tables in the query, the relationship between two tables is displayed with a join or link line identifying which fields are used to establish the relationshipMicrosoft Office 2010-Illustrated 10
  11. 11. Using Query Design ViewMicrosoft Office 2010-Illustrated 11
  12. 12. Sorting and Finding Data • Works the same way for queries as it does for tables • Data can be sorted by clicking the list arrow on a datasheet’s column heading, then click a sorting option • Data can also be sorted by using the Sort and Find buttons on the Home tabMicrosoft Office 2010-Illustrated 12
  13. 13. Sorting and Finding DataMicrosoft Office 2010-Illustrated 13
  14. 14. Filtering Data • Filters provide a temporary way to display a subset of records that match given criteria • Filters are not used to calculate sums, averages, counts, etc. • Filters are removed when the datasheet is closed • Filters can, however, be saved as queriesMicrosoft Office 2010-Illustrated 14
  15. 15. Filtering Data • Filter By Selection: Filtering by a given field value. Filters records for an exact match. • Filter By Form: Filters by comparative dataMicrosoft Office 2010-Illustrated 15
  16. 16. Wildcards • Used to search for a pattern; represents any character • Entered as criteria • ? Used to search for a single character • * Used to search for any number of charactersMicrosoft Office 2010-Illustrated 16
  17. 17. Filters vs. QueriesMicrosoft Office 2010-Illustrated 17
  18. 18. Applying AND Criteria • AND criteria means all criteria must be true for the record to be selected • Created by entering 2 or more criteria in the same Criteria row of the query design gridMicrosoft Office 2010-Illustrated 18
  19. 19. Criteria Syntax • Quotation marks (“) around text criteria and pound signs (#) around date criteria are automatically added by Access • Criteria in Number, Currency, and Yes/No fields are not surrounded by any charactersMicrosoft Office 2010-Illustrated 19
  20. 20. Searching for Blank Fields • 2 common criteria are Is Null and Is Not Null • Is Null – Finds all records where no entry has been made • Is Not Null – Finds all records where any entry has been made (even if zero)Microsoft Office 2010-Illustrated 20
  21. 21. Comparison OperatorsMicrosoft Office 2010-Illustrated 21
  22. 22. Applying OR Criteria • OR criteria means any one criterion must be true for the record to be selected • Created by entering 2 or more criteria on different Criteria rows of the query design grid • Also created by entering 2 or more criteria in the same Criteria cell separated by ORMicrosoft Office 2010-Illustrated 22
  23. 23. Applying OR CriteriaMicrosoft Office 2010-Illustrated 23
  24. 24. Formatting a Datasheet • Can: Change font size, font face, colors, gridlines • Cannot: Add custom headers, footers, images, subtotalsMicrosoft Office 2010-Illustrated 24
  25. 25. Formatting a DatasheetMicrosoft Office 2010-Illustrated 25
  26. 26. Summary • Using the Query Wizard • Working with data in a query • Using Query Design View • Sorting and finding data • Filtering data • Applying AND criteria • Applying OR criteria • Formatting a datasheetMicrosoft Office 2010-Illustrated 26