The document covers objectives and instructions for using queries in Microsoft Access 2010 to sort, filter, and analyze data from one or multiple tables. Key points covered include creating relationships between tables, sorting records, designing queries using criteria, calculations, grouping, and statistics to summarize data in a compact crosstab view. The overall goal is to teach how to extract and manipulate specific data through queries to answer questions about the information in a database.
Handout used by the Westerville Public Library for the Introduction to Excel 2007 class. Provides basic information about creating a spreadsheet using Microsoft Excel 2007.
Handout used by the Westerville Public Library for the Introduction to Excel 2007 class. Provides basic information about creating a spreadsheet using Microsoft Excel 2007.
1 Week 6 - What Well Be Working On This Week In th.docxdorishigh
1
Week 6 - What We'll Be Working On This Week
In this week's lessons we'll be looking at Select Queries in Access – creating them with the help
of the Wizard and from scratch in Design View, incorporating Sort conditions into queries, and
applying criteria as a means of filtering the data.
Queries can save you lots of time, and as a result there's a tremendous amount of information
that you need to be aware of.
Goals:
Using the Simple Query Wizard to Create a Select Query on the basis of a single table page 9
Resizing the areas of the Query Design window page 15
Basing a query on multiple related tables page 17
Adding, moving, and deleting fields on the QBE Design grid page 20
Sorting the dynaset (recordset) by a single field in Datasheet View page 25
Sorting the dynaset (recordset) by multiple fields in Datasheet View page 26
Specifying a Sort order in the QBE Design grid page 28
Hiding fields in the dynaset (recordset) page 31
Specifying different criteria page 33
Changing the dynaset (recordset) page 36
Adding a table to the Query Design window page 36
Using a query to find records with blank fields page 40
Using wild cards in criteria page 43
Creating a Select query without the wizard page 46
Converting filtered data in a table to a query page 49
So get comfortable, and let's get to it!
2
Overview of Queries
Queries are an essential tool in any database management system. A query is an Access object
that provides a custom view of data from one or more tables, or other queries. It is a set of
specifications that tells Access what information you want to see in the database, and how you
want that information to be organized. You can define queries to select, update, insert, or delete
data. You can also define queries that create new tables from data in one or more existing tables.
Up to now you have learned how to create tables, modify them, and link or import tables from
other data sources (Excel). When you define and run a select query, which selects information
from the tables and/or other queries in your database, Access creates a dynaset (recordset) of
the selected data. You can work with a dynaset (recordset) the same way that you work with a
table: you can browse through it, select information from it, print it and even update the data in it.
BUT unlike a real table, the recordset doesn't actually exist in your database. Access creates a
recordset from the data in the source tables of your query at the time you run the query. You will
see that queries are the best way to focus on the specific data you need for the task at hand.
To create a query, you must specify the following:
The record source
This refers to the object that contains the records that Access will use for the contents of the
query.
The fields to be included in the query
The fiel ...
AB Database Assignment 1 –FOR STUDENTS TO COMPLETEFirst create .docxbartholomeocoombs
AB Database Assignment 1 –FOR STUDENTS TO COMPLETE
First: create the initial database:
1. Follow the instructions in the walkthrough beginning in section 1.6 through 1.9 of the AB Database Materials Part 1 and create the first three tables of the Adventure Bikes sales database described there. You will work on this database again for assignment 2, so don’t lose it.
When you open your database ‘Enable Content’ when asked so that you can complete your work.
Your table and attribute names should apply the ‘Database Rules to Remember’ from the walkthrough, e.g.,
a. Consistency
b. no spaces in object names
c. upper and lower case characters
d. meaningful names
Then add new components:
2. Create an EmployeeClassifications table with a primary key field and a description field (both fields are attributes of employee classification). Now switch to datasheet view and enter rows (or records) for Salaried, Hourly, and Contracted employee categories, using the first letter of the category name as the primary key value, e.g., use ‘H’ as the key value for ‘Hourly’. Confused? Read the walk through, and especially section 1.7 where we created the table for categorizing term codes.
3. Create an Employees table to the database with an AutoNumber EmployeeID as the primary key plus first and last name fields. Also add a field for the employee type using the same data type as the primary key of your employee classification table.
4. Enter at least five sample employees using names of your choice. To help illustrate the system’s functionality, assign at least one employee to each of the three employee categories.
5. Add a foreign key constraint (relationship) so that the database’s referential integrity functions will enforce mutually exclusive employee classifications. Confused? Review how TermsCode worked in the walk through.
6. In the SalesInvoices table, add a new field to hold a foreign key to reference the Employees table. Add a foreign key constraint (relationship) to connect the SalesInvoices table to the Employees table. This applies the Object and Transaction design pattern, recording which employee entered each invoice. In datasheet view, make the first two invoices entered by the same employee, and the third by a different employee.
Then: document your work – this is what you will turn in
Make a word document for your database assignment submission. For Database Assignment Part 1 include the following:
1. Provide illuminating examples explaining which of the tables you added is an Object table and which is a Category table - that’s two paragraphs. Remember that an illuminating example includes a definition of the concept (what is a category table in one paragraph and what is an object in the other) a specific example (what is your table name) and a sentence or two connecting your example to the definition. These all should be in paragraph form. If you are not clear on what is being asked of you here go back and reread sections 1.1 and 1.2.
Queries module in course Accelerated Introduction to Microsoft Access. Only retrieval is covered in this module. See the Automating Access module for the Action Queries.
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This will be used as part of your Personal Professional Portfolio once graded.
Objective:
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2. Objectives Open an Existing Database Create Table Relationships Sort Records in a Table Create a Query in Design View Create a New Query from an Existing Query
3. Objectives Sort Query Results Specify Criteria in a Query Specify Numeric Criteria in a Query Use Compound Criteria Create a Query Based on More Than One Table
4. Objectives Use Wildcards in a Query Use Calculated Fields in a Query Calculate Statistics and Group Data in a Query Create a Crosstab Query
5. Open an Existing Database You can open a database file and save it with a new name. The Message Bar is the area below the Ribbon that displays information such as security alerts. The Enable Content button—when you know the database is safe to use on your computer
7. Create Table Relationships Access databases are relational databases, they connect to other tables through common fields. Common fields are fields that contain the same data in more than one table. After you have a table for each subject in your database, you must provide a way to connect the data in the tables when you need meaningful information.
8. Create Table Relationships To connect the data in your tables, create common fields in related tables, and then define table relationships. A relationship is an association established between two tables based on common fields. Once established, you create a query, a form, or a report that displays information from more than one table.
16. Sort Records in a Table Sort records on two or more fields: Outermost sort field—first level of sorting Innermost sort field—second level of sorting For example, you might want to sort first by the Last Name field (outermost sort field), and then by the First Name field (innermost sort field).
17. Sort Records in a Table Sorting records: Ascending order sorts text alphabetically (A to Z) and sorts numbers from the lowest number to the highest number. Descending order sorts text in reverse.
18. Create a Query in Design View Query Answers a question Creates a subset of records, according to your specifications Select query—database object that retrieves (selects) specific data from one or more tables Query Design view—creates complex queries
19. Create a Query in Design View Data source—table or tables where a query selects its data
20.
21. Table area (upper area)—displays field lists for tables used in the query
22.
23. Sort Query Results Sort results of a query in ascending or descending order in either Datasheet view or Design view.
24. Sort Query Results Design view—results displayed in a specified sort order, or for sorted results in a report Fields with a Sort designation are sorted from left to right. Sorted field on left becomes the outermost sort field. Sorted field on right becomes the innermost sort field. Sorted results not what you intended? Be sure fields are displayed from left to right according to the groupings desired.
26. Specify Criteria in a Query Queries locate information based on criteria. Criteria Are conditions that identify the specific records you are looking for Enable you to ask specific questions to get specific results
28. Specify Criteria in a Query Locate records where data is missing Missing records can be located using Is Null—empty—as the criteria the field Is Not Null—displays only records where a value has been entered as the criteria
29. Specify Numeric Criteria in a Query Numeric data can be set as fields. Design your table setting using data type for fields that will contain numbers, currency, or dates so mathematical calculations can be performed.
31. Specify Numeric Criteria in a Query Comparison operators—symbols that evaluate each field value Can determine if it is the same (=), greater than (>), less than (<), or in between a range of values as specified by the criteria. Equal (=) is assumed, if no comparison operator is specified.
32. Specify Numeric Criteria in a Query Between . . . And operator—a comparison operator that looks for values within a range
33. Use Compound Criteria Compound criteria—to specify more than one condition—criteria—in a query Compound criteria use AND and OR logical operators. AND condition requires records to meet all parts of the specified criteria. OR condition specifies multiple criteria for a single field, or multiple criteria for different fields and displays records that meet any of the conditions. Logical operators enable entry of criteria for the same field or different fields.
35. Create a Query Based on More Than One Table Relational database—retrieve information from more than one table Tables are joined by relating the primary key field in one table to a foreign key field in another. Creates a relationship Enables inclusion of data from more than one table in a query When extracting data from multiple tables, the information on the Table row is helpful, especially when different tables include the same field names.
37. Use Wildcards in a Query Wildcard characters—serve as a placeholder for one or more unknown characters in the criteria Use wildcard characters in place of the characters: Asterisk (*) is a placeholder to match one or more characters. Question mark (?) is a wildcard that is used to search for unknown single characters.
39. Use Calculated Fields in a Query Calculated field—queries created from calculated values are stored here A calculated field stores the value of a mathematical operation. Multiply two fields together without having to include a specific field for this amount in the table, which reduces the size of the database and provides more flexibility.
40. Use Calculated Fields in a Query Calculated field query two steps: Name the field that will store the calculated values. Write the expression—the formula—that performs the calculation. Each field name used in the calculation must be enclosed within its own pair of square brackets.
41. Use Calculated Fields in a Query Zoom dialog box—more working space enables you to see the entire calculation
46. Create a Crosstab Query A crosstab query: Uses an aggregate function for data that can be grouped by two types of information Displays data in a compact, spreadsheet-like format Always has at least one row heading, one column heading, and one summary field Use a crosstab query to summarize a large amount of data in a small space so that is easy to read
48. Covered Objectives Open an Existing Database Create Table Relationships Sort Records in a Table Create a Query in Design View Create a New Query from an Existing Query
49. Covered Objectives Sort Query Results Specify Criteria in a Query Specify Numeric Criteria in a Query Use Compound Criteria Create a Query Based on More Than One Table
50. Covered Objectives Use Wildcards in a Query Use Calculated Fields in a Query Calculate Statistics and Group Data in a Query Create a Crosstab Query