This document provides instructions for performing various querying tasks in Microsoft Access 2013, including: 1. Creating queries using Design view and including fields, text and numeric criteria, and saving queries. 2. Joining tables in queries, creating reports and forms from queries, and exporting query data to other applications. 3. Performing calculations and statistics in queries, creating crosstab queries, and customizing the Navigation Pane.

1. Microsoft
Access 2013
Chapter 2
Querying a Database

2. • 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 queries
Objectives
Querying a Database 2

3. • 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 Pane
Querying a Database 3
Objectives

4. Querying a Database 4
Project – Querying a Database

5. • Create queries in Design view
• Use criteria in queries
• Sort data in queries
• Join tables in queries
• Export query results
• Perform calculations in queries
• Create a crosstab query
• Customize the Navigation Pane
Querying a Database 5
Roadmap

6. • Tap or click the ‘Shutter Bar Open/Close Button’ to close
the Navigation Pane
• Tap or click CREATE on the ribbon to display the CREATE tab
• Tap or click the Query Design button (CREATE tab | Queries
group) to create a new query
• Tap or click the table to add to the query
• Tap or click the Add button to add the selected table to the
query
• Tap or 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 appear
Querying a Database 6
Creating a Query in Design View

7. Querying a Database 7
Creating a Query in Design View

8. • Double-tap or double-click each field to add to
the query
Querying a Database 8
Adding Fields to the Design Grid

9. Using Text Data in Criterion
• Tap or click the Criteria
row for the field to
produce an insertion point
• Type the criterion
• Tap or click the Run button
(QUERY TOOLS DESIGN tab
| Results group) to run the
query
9Querying a Database

10. • Tap or click the Save button on the Quick Access
Toolbar to display the Save As dialog box
• Type the name of the query
• Tap or click the OK button (Save As dialog box) to
save the query
Querying a Database 10
Using Text Data in Criterion

11. • If necessary, tap or 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
Using a Wildcard

12. Querying a Database 12
Using a Wildcard

13. • With the desired query open, tap or click the
Show check box to remove the check mark for a
field containing criteria
Querying a Database 13
Using Criteria for a Field Not Included
in the Results

14. Querying a Database 14
Using Criteria for a Field Not Included
in the Results

15. • If necessary, return to Design view and type the
criterion for a parameter query ([Enter City], for
example)
• Run the query
Querying a Database 15
Creating and Viewing a Parameter Query

16. Querying a Database 16
Creating and Viewing a Parameter Query

17. • Tap or click the Query Design button (CREATE tab
| Queries group) to create a new query
• Tap or click the table you wish to add to the query
• Tap or click the Add button to add the selected
table to the query
• Tap or 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 field
Querying a Database 17
Using a Number in a Criterion

18. Querying a Database 18
Using a Number in a Criterion

19. • Open the query in Design view
• Enter the criterion with a comparison operator
Querying a Database 19
Using a Comparison Operator
in a Criterion

20. • Open the query in Design view
• Add the criteria for two fields in the Criteria row
Querying a Database 20
Using a Compound Criterion
Involving AND

21. • 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
Using a Compound Criterion
Involving OR

22. • Open the query in Design view
• Tap or click just above the column heading in the
first column in the grid to select the column
• Hold the SHIFT key down and tap or click just
above the last column heading to select all the
columns
• Press the DELETE key to clear the design grid
Querying a Database 22
Clearing the Design Grid

23. Querying a Database 23
Clearing the Design Grid

24. • Open the query in Design view
• Tap or 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 order
Querying a Database 24
Sorting Data in a Query

25. • Open the query in Design view
• Tap or click an empty field in the design grid
• Tap or click the Property Sheet button (QUERY TOOLS
DESIGN tab | Show/Hide group) to display the
property sheet
• Tap or click the Unique Values property box, and then
tap or click the arrow that appears to produce a list of
available choices
• Tap or click Yes and then close the Query Properties
property sheet by tapping or clicking the Property
Sheet button (QUERY TOOLS DESIGN tab | Show /
Hide group) a second time
Querying a Database 25
Omitting Duplicates

26. Querying a Database 26
Omitting Duplicates

27. • Open the query in Design view
• Select a sort order in the Sort column for multiple
fields
Querying a Database 27
Sorting on Multiple Keys

28. • Open the query in Design view
• Click the Return arrow (QUERY TOOLS DESIGN tab
| Query Setup group) to display the Return menu
• Tap or click an option corresponding to the values
you wish to return
Querying a Database 28
Creating a Top-Values Query

29. Querying a Database 29
Joining Tables

30. • Tap or 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
query
Querying a Database 30
Joining Tables

31. Querying a Database 31
Joining Tables

32. Querying a Database 32
Joining Tables

33. • Open the query in Design view
• Press and hold or right-click the join line to
produce a shortcut menu
• Tap or click Join Properties on the shortcut menu
to display the Join Properties dialog box
Querying a Database 33
Changing Join Properties

34. Querying a Database 34
Changing Join Properties

35. • Open the Navigation Pane, and then select the
desired query in the Navigation Pane
• Tap or click the Report Wizard button (CREATE tab |
Reports group) to display the Report Wizard dialog
box
• Add the desired fields to the query
• Follow the remaining steps in the wizard to specify a
grouping, sort order, layout and orientation, and title
• Tap or click the Finish button to produce the report
Querying a Database 35
Creating a Report from a Query

36. Querying a Database 36
Creating a Report from a Query

37. • Select the query in the Navigation Pane
• Tap or click the Form button (CREATE tab | Forms
group) to create a simple form
Querying a Database 37
Creating a Form for a Query

38. • Tap or click the desired query in the Navigation Pane
to select it
• Tap or click the Excel button (EXTERNAL DATA tab |
Export group) to display the Export - Excel
Spreadsheet dialog box
• Tap or 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
• Tap or click the OK button (Export - Excel Spreadsheet
dialog box) to export the data
Querying a Database 38
Exporting Data to Excel

39. • Tap or 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
• Tap or click the Save Export button (Export - Excel
Spreadsheet dialog box) to save the export steps
Querying a Database 39
Exporting Data to Excel

40. Querying a Database 40
Exporting Data to Excel

41. • Open the query containing a join
• Type the criterion for the desired field
Querying a Database 41
Restricting the Records in a Join

42. • Open the query in Design view containing a field that
can be calculated
• Press and hold or right-click the Field row in the first
open column in the design grid to display a shortcut
menu
• Tap or click Zoom on the shortcut menu to display the
Zoom dialog box
• Type the calculation in the Zoom dialog box
• Tap or click the OK button (Zoom dialog box) to enter
the expression
Querying a Database 42
Using a Calculated Field in a Query

43. Querying a Database 43
Using a Calculated Field in a Query

44. • Open the query in Design view
• Tap or click the field in the design grid to which
you wish to add the caption, and then tap or click
the Property Sheet button (QUERY TOOLS DESIGN
tab | Show/Hide group) to display the properties
for the field
• Tap or click the Caption box, and then type the
desired caption
• Close the property sheet by tapping or clicking the
property Sheet button a second time
Querying a Database 44
Changing a Caption

45. Querying a Database 45
Changing a Caption

46. • Create a new query for a table containing fields for
which you can calculate statistics
• Tap or 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
• Tap or click the Total row for the added field
• Tap or click the Total arrow to display the Total list
• Select the desired calculation for Access to perform
Querying a Database 46
Calculating Statistics

47. Querying a Database 47
Calculating Statistics

48. • Add a field to the query containing statistics for
which you wish to add criteria
• Tap or click the Total row in the desired column
• Tap or click the Total arrow for the added field to
produce a Total list
• Tap or click Where
• Type the criterion in the Criteria row
Querying a Database 48
Using Criteria in Calculating Statistics

49. Querying a Database 49
Using Criteria in Calculating Statistics

50. Querying a Database 50
Using Grouping

51. Querying a Database 51
Crosstab Queries

52. • Tap or click the Query Wizard button (CREATE tab
| Queries group) to display the New Query dialog
box
• Tap or click Crosstab Query Wizard (New Query
dialog box)
• Tap or 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 query
Querying a Database 52
Creating a Crosstab Query

53. Querying a Database 53
Creating a Crosstab Query

54. • If necessary, tap or click the Shutter Bar
Open/Close Button to open the Navigation Pane
• Tap or click the Navigation Pane arrow to produce
the Navigation Pane menu
• Tap or click the desired option to organize the
Navigation Pane
Querying a Database 54
Customizing the Navigation Pane

55. Querying a Database 55
Customizing the Navigation Pane

56. • 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 queries
Chapter Summary
Querying a Database 56

57. • 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 Pane
Querying a Database 57
Chapter Summary

58. Chapter 2 Complete
Microsoft
Access 2013