This document provides instructions for creating and modifying queries in Microsoft Access. It covers topics like using the simple query wizard, including and sorting fields, using criteria such as text, numbers, comparisons and wildcards, saving queries, joining tables, and creating reports from queries. The document is intended to teach introductory concepts and techniques for querying databases in Access.

1. Access Chapter 2Querying a Database

2. ObjectivesCreate queries using the Simple Query WizardPrint query resultsCreate queries using Design viewInclude fields in the design gridUse text and numeric data in criteria2Microsoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition

3. ObjectivesCreate and use parameter queriesSave a query and use the saved queryUse compound criteria in queriesSort data in queriesJoin tables in queriesMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition3

4. ObjectivesCreate a report from a queryPerform calculations in queriesCalculate statistics in queriesCreate crosstab queriesCustomize the Navigation paneMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition4

5. Plan AheadIdentify the fieldsIdentify restrictionsDetermine whether special order is requiredDetermine whether more than one table is requiredDetermine whether calculations are requiredIf data is to be summarized, determine whether a crosstab query would be appropriateMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition5

6. Starting AccessClick the Start button on the Windows Vista taskbar to display the Start menuClick All Programs at the bottom of the left Pane on the Start menu to display the All Programs list and then click Microsoft Office in the All Programs list to display the Microsoft Office listClick Microsoft Office Access 2007 on the Microsoft Office list to start Access and display the Getting Started with Microsoft Office Access windowIf the Access window is not maximized, click the Maximize button on its title bar to maximize the windowMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition6

7. Opening a DatabaseWith your USB flash drive connected to one of the computer’s USB ports, click the More button to display the Open dialog boxIf the Folders list is displayed below the Folders button, click the Folders button to remove the Folders listIf necessary, click Computer in the Favorite Links section and then double-click UDISK 2.0 (E:) to select the USB fl ash drive, Drive E in this case, as the new open location. (Your drive letter might be different.)Click JSP Recruiters to select the fi le nameMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition7

8. Opening a DatabaseClick the Open button to open the databaseIf a Security Warning appears, click the Options button to display the Microsoft Office Security Options dialog boxWith the option button to enable this content selected, click the OK button to enable the contentMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition8

9. Using the Simple Query Wizard to Create a QueryIf the Navigation pane is hidden, click the Shutter Bar Open/Close Button to show the Navigation paneBe sure the Client table is selectedClick Create on the Ribbon to display the Create tabClick the Query Wizard button on the Create tab to display the New Query dialog boxBe sure Simple Query Wizard is selected, and then click the OK button to display the Simple Query Wizard dialog boxClick the Add Field button to add the Client Number fieldMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition9

10. Using the Simple Query Wizard to Create a QueryClick the Add Field button a second time to add the Client Name fieldClick the Recruiter Number field, and then click the Add Field button to add the Recruiter Number fieldClick the Next buttonBe sure the title of the query is Client QueryClick the Finish button to create the queryClick the Close button for the Client Query to remove the query results from the screenMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition10

11. Using the Simple Query Wizard to Create a QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition11

12. Using a Criterion in a QueryRight-click Client Query to produce a shortcut menuClick Design View on the shortcut menu to open the query in Design viewClick the Criteria row in the Recruiter Number column of the grid, and then type 24 as the criterionClick the View button to display the results in Datasheet viewClose the Client Query window by clicking the Close ‘Client Query’ buttonWhen asked if you want to save your changes, click the No buttonMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition12

13. Using a Criterion in a QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition13

14. Printing the Results of a QueryWith the Client Query selected in the Navigation pane, click the Office ButtonPoint to Print on the Office button menuClick Quick Print on the Print submenuMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition14

15. Creating a Query in Design ViewHide the Navigation paneClick Create on the Ribbon to display the Create tabClick the Query Design button to create a new queryWith the Client table selected, click the Add button in the Show Table dialog box to add the Client table to the queryClick the Close button in the Show Table dialog box to remove the dialog box from the screenDrag the lower edge of the field box down far enough so all fields in the Client table appearMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition15

16. Creating a Query in Design ViewMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition16

17. Adding Fields to the Design GridDouble-click the Client Number field in the field list to add the Client Number field to the queryDouble-click the Client Name field in the field list to add the Client Name field to the queryAdd the Amount Paid field to the query by double-clicking the Amount Paid field in the field listAdd the Current Due field to the queryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition17

18. Adding Fields to the Design GridMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition18

19. Using Text Data in a CriterionClick the Criteria row for the Client Number field to produce an insertion pointType FD89 as the criterionClick the View button to display the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition19

20. Using a WildcardClick the View button to return to Design viewIf necessary, click the Criteria row below the Client Number field to produce an insertion pointUse the DELETE or BACKSPACE key as necessary to delete the current entryClick the Criteria row below the Client Name field to produce an insertion pointType Be* as the criterionView the query results by clicking the View buttonMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition20

21. Using a WildcardMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition21

22. Using Criteria for a Field Not Included in the ResultsClick the View button to return to Design viewErase the criterion in the Client Name fieldInclude the City field in the queryType Berridge as the criterion for the City fieldClick the Show check box for the City field to remove the check markView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition22

23. Using Criteria for a Field Not Included in the ResultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition23

24. Creating a Parameter QueryReturn to Design viewErase the current criterion in the City column, and then type [Enter City] as the new criterionClick the View button to display the Enter Parameter Value dialog boxType Fort Stewart as the parameter value in the Enter City text box and then click the OK buttonMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition24

25. Creating a Parameter QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition25

26. Saving a QueryClick the Save button on the Quick Access Toolbar to open the Save As dialog boxType Client-City Query in the Query Name text boxClick the OK button to save the queryClick the Close ‘Client-City Query’ button to close the query and remove it from the screenMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition26

27. Saving a QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition27

28. Using a Saved QueryShow the Navigation paneRight-click the Client-City Query to produce a shortcut menuClick Open on the shortcut menu to open the query and display the Enter Parameter Value dialog boxType Fort Stewart in the Enter City text box, and then click the OK button to display the results using Fort Stewart as the city as shown in Figure 2–24 on the previous slide Click the Close ‘Client-City Query’ button, shown in Figure 2–24, to close the queryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition28

29. Using a Saved QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition29

30. Using a Number in a CriterionHide the Navigation paneClick Create on the Ribbon to display the Create tabClick the Query Design button to create a new queryWith the Client table selected, click the Add button in the Show Table dialog box to add the Client table to the queryClick the Close button in the Show Table dialog box to remove the dialog box from the screenMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition30

31. Using a Number in a CriterionDrag the lower edge of the field box down far enough so all fields in the Client table are displayedInclude the Client Number, Client Name, Amount Paid, and Current Due fields in the queryType 0 as the criterion for the Current Due fieldView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition31

32. Using a Number in a CriterionMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition32

33. Using a Comparison Operator in a CriterionReturn to Design viewErase the 0 in the Current Due columnType >20000 as the criterion for the Amount Paid fieldView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition33

34. Using a Comparison Operator in a CriterionMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition34

35. Using a Compound Criterion Involving ANDReturn to Design viewInclude the Recruiter Number field in the queryType 21 as the criterion for the Recruiter Number fieldView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition35

36. Using a Compound Criterion Involving ANDMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition36

37. Using a Compound Criterion Involving ORReturn to Design viewIf necessary, click the Criteria entry for the Recruiter Number field and then use the BACKSPACE key or the DELETE key to erase the entry (“21”)Click the or: row (the row below the Criteria row) for the Recruiter Number field and then type 21 as the entryView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition37

38. Using a Compound Criterion Involving ORMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition38

39. Clearing the Design GridReturn to Design viewClick just above the Client Number column heading in the grid to select the columnHold the SHIFT key down and click just above the Recruiter Number column heading to select all the columnsPress the DELETE key to clear the design gridMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition39

40. Clearing the Design GridMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition40

41. Sorting Data in a QueryInclude the City field in the design gridClick the Sort row below the City field, and then click the Sort row arrow to display a menu of possible sort ordersClick Ascending to select Ascending sort orderView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition41

42. Sorting Data in a QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition42

43. Omitting DuplicatesReturn to Design viewClick the second field in the design grid (the empty field following City)If necessary, click Design on the Ribbon to display the Design tabClick the Property Sheet button on the Design tab to display the property sheetMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition43

44. Omitting DuplicatesClick the Unique Values property box, and then click the arrow that appears to produce a menu of availablechoices for Unique ValuesClick Yes and then close the Query Properties sheet by clicking its Close buttonView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition44

45. Omitting DuplicatesMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition45

46. Sorting on Multiple KeysReturn to Design viewClear the design gridInclude the Client Number, Client Name, Recruiter Number, and Amount Paid fields in the query in this orderSelect Ascending as the sort order for both the Recruiter Number field and the Amount Paid fieldView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition46

47. Sorting on Multiple KeysMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition47

48. Creating a Top-Values QueryReturn to Design viewIf necessary, click Design on the Ribbon to display the Design tabClick the Return box arrow on the Design tab to display the Return box menuClick 5 in the Return box menu to specify that the query results should contain the first five rowsView the query resultsClose the query by clicking the Close ‘Query1’ buttonWhen asked if you want to save your changes, click the No buttonMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition48

49. Creating a Top-Values QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition49

50. Joining TablesClick Create on the Ribbon to display the Create tabClick the Query Design button to create a new queryClick the Recruiter table in the Show Table dialog box to select the tableClick the Add button to add a field list for the Recruiter table to the queryClick the Client table in the Show Table dialog boxClick the Add button to add a field list for the Client tableMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition50

51. Joining TablesClose the Show Table dialog box by clicking the Close buttonExpand the size of the field lists so all the fields in the Recruiter and Client tables appearIn the design grid, include the Recruiter Number, Last Name, and First Name fields from the Recruiter table as well as the Client Number and Client Name fields from the Client tableSelect Ascending as the sort order for both the Recruiter Number field and the Client Number fieldView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition51

52. Joining TablesMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition52

53. Saving the QueryClick the Save button on the Quick Access Toolbar to display the Save As dialog boxType Recruiter-Client Query as the query nameClick the OK button to save the queryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition53

54. Saving the QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition54

55. Changing Join PropertiesReturn to Design viewRight-click the join line to produce a shortcut menuClick Join Properties on the shortcut menu to display the Join Properties dialog boxClick option button 2 to include all records from the Recruiter table regardless of whether they match any clientsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition55

56. Changing Join PropertiesClick the OK buttonView the query results by clicking the View buttonClick the Save button on the Quick Access ToolbarClose the Recruiter-Client Query by clicking the Close ‘Recruiter-Client Query’ buttonMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition56

57. Changing Join PropertiesMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition57

58. Creating a Report Involving a JoinShow the Navigation pane and be sure the Recruiter-Client Query is selected in the Navigation paneClick Create on the Ribbon to display the Create tabClick the Report Wizard button to display the Report Wizard dialog boxClick the Add All Fields button to add all the fields in the Recruiter-Client QueryClick the Next button to display the next Report Wizard screenMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition58

59. Creating a Report Involving a JoinBecause you will not specify any grouping, click the Next button in the Report Wizard dialog box to display the next Report Wizard screenBecause you already specified the sort order in the query, click the Next button again to display the next Report Wizard screenMake sure that Tabular is selected as the Layout and Portrait is selected as the OrientationClick the Next button to display the next Report Wizard screenBe sure the Module style is selectedMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition59

60. Creating a Report Involving a JoinClick the Next button to display the next Report Wizard screenErase the current title, and then type Recruiter-Client Report as the new titleClick the Finish button to produce the reportClick the Close button for the Recruiter-Client Report to remove the report from the screenMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition60

61. Creating a Report Involving a JoinMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition61

62. Printing a ReportWith the Recruiter-Client Report selected in the Navigation pane, click the Office Button, point to Print on the Office button menu, and then click Quick Print on the Print submenu to print the reportMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition62

63. Restricting the Records in a JoinOpen the Recruiter-Client Query in Design view and hide the Navigation paneAdd the Amount Paid field to the queryType >20000 as the criterion for the Amount Paid field and then click the Show check box for the Amount Paid field to remove the check markView the query resultsClose the query by clicking the Close ‘Recruiter-Client Query’ buttonWhen asked if you want to save your changes, click the No buttonMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition63

64. Restricting the Records in a JoinMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition64

65. Using a Calculated Field in a QueryCreate a query with a field list for the Client tableAdd the Client Number, Client Name, Amount Paid, and Current Due fields to the queryRight-click the Field row in the first open column in the design grid to display a shortcut menuClick Zoom on the shortcut menu to display the Zoom dialog boxMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition65

66. Using a Calculated Field in a QueryType Total Amount:[Amount Paid]+[Current Due] in the Zoom dialog boxClick the OK button to enter the expressionView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition66

67. Using a Calculated Field in a QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition67

68. Changing a CaptionReturn to Design viewClick Design on the Ribbon to display the Design tabClick the Amount Paid field in the design grid, and then click the Property Sheet button on the Design tabClick the Caption box, and then type Paid as the captionClose the property sheet by clicking its Close buttonClick the Current Due field in the design grid, and then click the Property Sheet button on the Design tabMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition68

69. Changing a CaptionClick the Caption box, and then type Due as the captionClose the Property Sheet by clicking its Close buttonView the query resultsClick the Close ‘Query1’ button to close the queryWhen asked if you want to save your changes, click the No buttonMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition69

70. Changing a CaptionMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition70

71. Calculating StatisticsCreate a new query with a field list for the Client tableIf necessary, click Design on the Ribbon to display the Design tabAdd the Amount Paid field to the queryClick the Totals button on the Design tab to include the Total row in the design gridMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition71

72. Calculating StatisticsClick the Total row in the Amount Paid column to display the Total box arrowClick the Total box arrow to display the Total listClick Avg to indicate that Access is to calculate an averageView the queryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition72

73. Calculating StatisticsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition73

74. Using Criteria in Calculating StatisticsReturn to Design viewInclude the Recruiter Number field in the design gridClick the Total box arrow in the Recruiter Number column to produce a Total listClick WhereType 21 as the criterion for the Recruiter Number fieldView the query resultsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition74

75. Using Criteria in Calculating StatisticsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition75

76. Using GroupingReturn to Design view and clear the design gridInclude the Recruiter Number field in the queryInclude the Amount Paid field in the querySelect Avg as the calculation in the Total row for the Amount Paid fieldView the query resultsClose the queryDo not save your changesMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition76

77. Using GroupingMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition77

78. Creating a Crosstab QueryClick Create on the Ribbon to display the Create tabClick the Query Wizard button to display the New Query dialog boxClick Crosstab Query Wizard in the New Query dialog boxClick the OK button to display the Crosstab Query WizardWith the Tables option button selected and the Client table selected, click the Next button to display the next Crosstab Query Wizard screenMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition78

79. Creating a Crosstab QueryClick the City field, and then click the Add Field button to select the City field for row headingsClick the Next button to display the next Crosstab Query Wizard screenClick the Recruiter Number field to select the Recruiter Number field for column headingsClick the Next button to display the next Crosstab Query Wizard screenClick the Amount Paid field to select the Amount Paid field for calculationsMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition79

80. Creating a Crosstab QueryClick Sum to select Sum as the calculation to be performedClick the Next button to display the next Crosstab Query Wizard screenType Client-Recruiter Crosstab as the name of the queryClick the Finish button to produce the crosstab shown in Figure 2–75 on page AC 122Close the queryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition80

81. Creating a Crosstab QueryMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition81

82. Customizing the Navigation PaneIf necessary, click the Shutter Bar Open/Close Button to show the Navigation paneClick the Navigation pane arrow to produce the Navigation pane menuClick Object Type to organize the Navigation pane by the type of object rather than by tableClick the Navigation pane arrow to produce the Navigation pane menuClick Tables and Related Views to once again organize the Navigation pane by tableMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition82

83. Customizing the Navigation PaneMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition83

84. Quitting AccessClick the Close button on the right side of the Access title bar to quit AccessMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition84

85. SummaryCreate queries using the Simple Query WizardPrint query resultsCreate queries using Design viewInclude fields in the design gridUse text and numeric data in criteria85Microsoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition

86. SummaryCreate and use parameter queriesSave a query and use the saved queryUse compound criteria in queriesSort data in queriesJoin tables in queriesMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition86

87. SummaryCreate a report from a queryPerform calculations in queriesCalculate statistics in queriesCreate crosstab queriesCustomize the Navigation paneMicrosoft Office 2007: Introductory Concepts and Techniques - Windows Vista Edition87

88. Access Chapter 2 Complete