Queries in MS Access are used to extract and present data from tables in a database. Design view allows you to select fields from multiple tables to include in a query based on the relationships between the tables. For example, a query could show costumes rented along with the first and last name of the customer by linking the Costume, Rental, and Customer tables. Parameters can also be added to queries to prompt users for criteria when the query is run.

1. MS Access How To:
Basic Queries
Unit 18 Database Design
Extended Diploma in ICT

2. Purpose
• Queries are used to extract data from the
database
• They can get data from multiple tables
• They use the relationships to work out what
data goes with what
• Forms and reports can be based off queries
so that the data is presented in a usable
format
• Queries can perform calculations

3. Design view
• Click on Query Design in the Create tab

4. Design view
• The Show Table
dialogue box is
open
• A grid is shown for
entering the fields
you will recover
data from

5. Query to show what has been
rented and by whom
• This data will come from the Customer table
and the Costume table
• These are not directly connected
• We will need the Rental table as well
• Add these three tables by clicking Add on the
Show Table dialogue box

6. Add tables to the query
• Click Add to add the required tables

7. Query design
• Close the Show Table (you can open it again
by right clicking)
• The three tables and their relationships are
shown

8. Adding fields to the query
• Either drag the field name from the table into the Field
row
• Or use the drop downs in the table and the field to select
the field

9. Adding fields
• Add the CostumeType, FirstName,
LastName, StartDate and EndDate

10. Run the query
• Click on the Run symbol in the Design tab of
Query Tools
• The results are shown

11. Using criteria
• To add permanent criteria, type it into the
criteria row for the relevant field

12. To get user input for criteria
(parameter query)
• Type your question into the criteria row for
the relevant field and enclose it in square
brackets
A prompt appears when you run the query
The results appear when the you click OK