More Related Content
What's hot
What's hot (20)
Similar to Understand Charts in Excel - Chapter.03
Similar to Understand Charts in Excel - Chapter.03 (20)
Recently uploaded
Recently uploaded (20)
Understand Charts in Excel - Chapter.03
- 1. Analyzing Data For Effective Decision Making Chapter 3
- 2. Chapter Introduction • Organize and Retrieve information from an Access 2010 database • Create complex queries • Explore advanced queries • Explore queries written in Structured Query Language Succeeding in Business with Microsoft Access 2010 2
- 3. Tools Covered In This Chapter • Action queries (update, append, delete, crosstab, and make-table) • Aggregate functions (Avg, Max, Min, Sum) • Calculated field • Comparison and logical operators • Filter by Form and Filter by Selection • Find duplicates query • Find unmatched records query Succeeding in Business with Microsoft Access 2010 3
- 4. Tools Covered In This Chapter • Immediate IF (IIF) function • Parameter query • Select query • Simple Query Wizard • SQL commands • Top Values query • Wildcard characters Succeeding in Business with Microsoft Access 2010 4
- 5. Level 1 Objectives: Organizing and Retrieving Information from a Database • Filter and sort data to make it more meaningful • Create simple queries to answer business questions • Develop queries using comparison criteria and wildcards • Verify and print query results Succeeding in Business with Microsoft Access 2010 5
- 6. Filtering and Sorting Data • Filter – Restricts data in single table to create temporary subset of records – See only certain records in table based on specified criteria • Sorting records – Organizing in particular order or sequence – Sort records regardless of whether table filtered Succeeding in Business with Microsoft Access 2010 6
- 7. Filtering by Selection • Tools – Filter by Selection • Select particular field in datasheet • Display only data that matches contents of field • Specify only one criterion for filter – Filter by Form Succeeding in Business with Microsoft Access 2010 7
- 8. Using Filter by Selection to Display a Temporary Subset of Records Succeeding in Business with Microsoft Access 2010 8
- 9. Filtering by Form • Specify two or more criteria • Filter for comparative data – Use comparison operators • AND criteria – Selects records that contain all specified values • OR criteria – Selects records that contain any of specified values Succeeding in Business with Microsoft Access 2010 9
- 10. Sorting Data to Increase Information Content • Organizes data and increases information value • Access sorts records based on primary key values – Use sorting to change order • To sort – Select sort field • Sort on multiple fields – Move fields in datasheet view so that they are adjacent Succeeding in Business with Microsoft Access 2010 10
- 11. Sorting Data To Increase Information Content • Primary sort field – Access sorts records by this field first Succeeding in Business with Microsoft Access 2010 11
- 12. Filtering Using the Filter Arrow Succeeding in Business with Microsoft Access 2010 12
- 13. Using Queries to Answer Business Questions • Query – Database object – Stores criteria for selecting records from one or more tables based – Save query • Use it again – More powerful than filter • Display only some fields in table • Create fields that perform calculations Succeeding in Business with Microsoft Access 2010 13
- 14. Using Queries to Answer Business Questions (continued) • Capabilities of Access queries: – Display selected fields and records from table – Sort records on one or multiple fields – Perform calculations – Generate data for forms reports and other queries – Update data in database – Find and display data from two or more tables – Create new tables – Delete records in table based on one or more criteria Succeeding in Business with Microsoft Access 2010 14
- 15. Using Queries to Answer Business Questions (continued) • Select query – Ask question based on one or more tables in database – Result displayed in datasheet • Called recordset Succeeding in Business with Microsoft Access 2010 15
- 16. Using the Simple Query Wizard to Create a Query • Simple query wizard – Presents list of tables and queries in database • And fields that they contain – Select fields from one or more tables – Wizard creates and displays results Succeeding in Business with Microsoft Access 2010 16
- 17. Including Summary Statistics in a Query for Data Analysis • Summary query – Groups records – Calculate sum, average, minimum, or maximum value in each selected field – Count records in table or query • Click summary options button Succeeding in Business with Microsoft Access 2010 17
- 18. Succeeding in Business with Microsoft Access 2010 18
- 19. Creating a Query in Design View • Select query window in Design view has two sections – Area for field lists at top of window – Design grid below it • Add tables for query to top part of window – Appear as field lists • Query by example (QBE) – Typing search value as a criterion Succeeding in Business with Microsoft Access 2010 19
- 20. Query Design View Tools Succeeding in Business with Microsoft Access 2010 20
- 21. Creating Queries with Multiple Criteria • Most queries involve more than one criterion • Represent AND criteria – Entering conditions in same criteria row in query design grid • Specify OR criteria – Use “or” row of query design grid Succeeding in Business with Microsoft Access 2010 21
- 22. Setting Criteria for the Query in Design View Succeeding in Business with Microsoft Access 2010 22
- 23. Specifying Sort Order in Queries • Query results appear in same order as data from underlying tables – Unless specify sort order when designing query • Sort order determined from left to right Succeeding in Business with Microsoft Access 2010 23
- 24. Running a Query • Click Run button in the Results group – Access displays datasheet of records • Save query – Save only design – Not values from tables displayed in results Succeeding in Business with Microsoft Access 2010 24
- 25. Enhancing Query Criteria to Improve Data Analysis • Expand criteria by using – Wildcards – Comparison operators Succeeding in Business with Microsoft Access 2010 25
- 26. Using Wildcards for Inexact Query Matches • Wildcard character – Placeholder – Stands for one or more characters • Comment fields – Use same keywords throughout memos – Easily retrieve records later – Use wildcards when specifying keyword as a query criterion • To select records that contain characters before and after keyword Succeeding in Business with Microsoft Access 2010 26
- 27. Wildcard Characters Used in Queries Succeeding in Business with Microsoft Access 2010 27
- 28. Using Wildcards for Inexact Query Matches (continued) • Access inserts – Word “LIKE” for criteria with wildcards quotation marks around text • LIKE “*Spanish*” – Pound signs around dates • #12/*/2013# Succeeding in Business with Microsoft Access 2010 28
- 29. Using Comparison Operators to Refine Query Criteria • Comparison operators – Compare value in field with range of values in criterion • Clear the grid – Start with same field list but blank grid Succeeding in Business with Microsoft Access 2010 29
- 30. Comparison Operators Succeeding in Business with Microsoft Access 2010 30
- 31. Verifying and Printing Query Results • Verify query results before – Distributing query to others – Using it as basis for decisions • Use business knowledge – Determine whether results adequately answer question • Print query datasheet Succeeding in Business with Microsoft Access 2010 31
- 32. Modifying Query Datasheets • Improve appearance of query or table datasheet • Resize column widths in any datasheet – Double-click line between field names to resize columns to best fit Succeeding in Business with Microsoft Access 2010 32
- 33. Formatting Options for Query and Table Datasheets Succeeding in Business with Microsoft Access 2010 33
- 34. Level 1 Summary • Use filtering and sorting to change data display • Develop queries using – Simple query wizard – Design view • Use comparison operators and wildcards to make queries more flexible • Verify query results using business knowledge Succeeding in Business with Microsoft Access 2010 34
- 35. Level 2 Objectives: Creating More Complex Queries • Design special types of queries • Design queries that compare data from more than one table • Refine table relationships by specifying the join type • Perform calculations in queries Succeeding in Business with Microsoft Access 2010 35
- 36. Designing Special Types of Queries Succeeding in Business with Microsoft Access 2010 36
- 37. Using Queries to Find Duplicate Records • Duplicates Query Wizard – Searches for duplicate values in fields – Improve business operations – Designed to identify records that contain same information in particular field Succeeding in Business with Microsoft Access 2010 37
- 38. Using Queries to Find Unmatched Records • Find Unmatched Query Wizard – Compares records in two specified tables or recordsets – Finds all records in one table or query that have no related records in second table or query – Requires that two tables being compared have common field Succeeding in Business with Microsoft Access 2010 38
- 39. Limiting the Records in the Query Results • Limiting results to only a few records often aids analysis • Top and Bottom Values – Sorts and then filters records – Display specified number of records that contain top or bottom values Succeeding in Business with Microsoft Access 2010 39
- 40. Top Values Query Design and Results Succeeding in Business with Microsoft Access 2010 40
- 41. Designing a Parameter Query • Parameter values – Phrase usually in form of a question or instruction – Enclosed in square brackets – Serves as prompt to user to enter value – Example • [Enter a job ID:] Succeeding in Business with Microsoft Access 2010 41
- 42. Parameter Query to Allow User Input when the Query Is Run Succeeding in Business with Microsoft Access 2010 42
- 43. Analyzing Data from More than One Table • Data from more than one table required to answer question – Combine records from two or more tables – Display only information needed • Work in design view to specify criteria for selecting records from multiple tables • Lines between tables link primary key to foreign key field – Primary key designated with 1 – Foreign key designated with ∞ Succeeding in Business with Microsoft Access 2010 43
- 44. Analyzing Data from More than One Table (continued) • Join tables – Linking of tables using primary and foreign keys – Established relationship – Or • Each table shares field with same or compatible data type • One join field primary key • If tables do not include fields that can be joined – Add one or more extra tables or queries – Link tables that contain the data Succeeding in Business with Microsoft Access 2010 44
- 45. Analyzing Data from More than One Table (continued) • Use queries as source of underlying data for another query in place of one or more tables • Create queries based on more than one object – Should not use any table or query that does not have common field with at least one of the other tables or queries – Otherwise Access displays every combination of records between two tables Succeeding in Business with Microsoft Access 2010 45
- 46. Refining Relationships with Appropriate Join Types • Inner join – Displays all records in one table that have corresponding values in common field in another table – Records must match before being displayed in query results • Outer join – Display all records of one table – Regardless of whether corresponding record stored in related table Succeeding in Business with Microsoft Access 2010 46
- 47. Succeeding in Business with Microsoft Access 2010 47
- 48. Succeeding in Business with Microsoft Access 2010 48
- 49. Succeeding in Business with Microsoft Access 2010 49
- 50. Refining Relationships with Appropriate Join Types (continued) • Outer join types – Left – Right • Use join properties dialog box – To change join type – By default tables related using inner joins Succeeding in Business with Microsoft Access 2010 50
- 51. Using Logical Operators to Specify Multiple Conditions • Logical operators – Test values that can only be true or false • Place conditions in separate fields in same criteria row of design grid – All conditions in row must be met to select record • NOT logical operator – Excludes values that don’t meet criterion Succeeding in Business with Microsoft Access 2010 51
- 52. Logical Operators Succeeding in Business with Microsoft Access 2010 52
- 53. Performing Calculations with Queries • Any information derived from fields in table or query should be calculated in query – Rather than included as data in table • Calculation types – Predefined • Compute amounts for groups of records or for all records combined in query – Custom • Performs numeric date and text computations on each record • Using data from one or more fields Succeeding in Business with Microsoft Access 2010 53
- 54. Calculating Statistical Information • Aggregate functions – Arithmetic and statistical operations – Apply to records that meet query’s selection criteria Succeeding in Business with Microsoft Access 2010 54
- 55. Using Aggregate Functions in a Query Succeeding in Business with Microsoft Access 2010 55
- 56. Creating Calculated Fields in a Query • Expression – Arithmetic formula used to make calculation – Use standard arithmetic operators – Use parenthesis for complex expressions • Calculated field – Add to query design grid – Type expression • Expression builder – Build complex expressions Succeeding in Business with Microsoft Access 2010 56
- 57. Creating Calculated Fields in a Query (continued) • Function – Perform standard calculation – Return value • Date() – Provides today’s date • Field properties – Change format and number of decimal places for calculated field Succeeding in Business with Microsoft Access 2010 57
- 58. Field Properties Succeeding in Business with Microsoft Access 2010 58
- 59. Concatenating in Queries • Concatenation – Combining contents of two or more fields – Operator • & – Example • Name [EmpFirst]& " " & [EmpLast] Succeeding in Business with Microsoft Access 2010 59
- 60. Level 2 Summary • Use queries to select data from more than one table • Join types – Inner – Right outer – Left outer • Calculated field types – Predefined – Custom Succeeding in Business with Microsoft Access 2010 60
- 61. Level 3 Objectives: Exploring Advanced Queries and Queries Written in Structured Query Language • Modify data using queries • Calculate and restructure data to improve analysis • Make decisions in a query using the immediate IF (IIF) function • Develop queries using SQL Succeeding in Business with Microsoft Access 2010 61
- 62. Modifying Data Using Queries • Crosstab queries – Special type of totals query – Performs aggregate function calculations on values of one database field – Determine exactly how summary data appears in results – Calculate and restructure data • Analyze it more easily – Work especially well with time-series data Succeeding in Business with Microsoft Access 2010 62
- 63. Creating a Crosstab Query • To create use – Use a wizard • Often need to create query first – Or design view • Start with select query that includes numeric values or summary calculations Succeeding in Business with Microsoft Access 2010 63
- 64. Crosstab Field Settings Succeeding in Business with Microsoft Access 2010 64
- 65. Calculating and Restructuring Data Using Queries • Action queries – Modify data in table – Add records to or delete records from table – Create new table • Backup data before using action query Succeeding in Business with Microsoft Access 2010 65
- 66. Access Action Queries Succeeding in Business with Microsoft Access 2010 66
- 67. Process for Archiving Data Succeeding in Business with Microsoft Access 2010 67
- 68. Archiving Data with Make-table Queries • Make-table query – Creates table from some or all of the fields and records in existing table or query – Access does not delete selected fields and records from existing table Succeeding in Business with Microsoft Access 2010 68
- 69. Adding Records to Tables with Append Queries • Append query – Select records from one or more tables by setting criteria – Add those records to end of another table – Selected records also remain in original tables – Table to which records added must already exist – Also use to bring data from another source into database Succeeding in Business with Microsoft Access 2010 69
- 70. Removing Records from Tables with Delete Queries • Delete query – Removes information from table – Based on specified criteria – All records meeting criteria permanently removed from table • Create select query first – Convert to delete query • Cascading deletes Succeeding in Business with Microsoft Access 2010 70
- 71. Updating Data with an Update Query • Update query – Changes values of data in one or more existing tables – Create select query first • Change type to update query Succeeding in Business with Microsoft Access 2010 71
- 72. Making Decisions in Queries • IF statement – Tests condition – Takes one action if condition true – Takes another action if condition false • IIF function – Make if decision – Format • IIF(condition to test, what to do if true, what to do if false) Succeeding in Business with Microsoft Access 2010 72
- 73. Customizing Queries Using Structured Query Language • Access designed as database management system (DBMS) for – Small businesses – Or departments within large businesses • Structured query language – Common query language of most DBMSs – Use to query, update, and manage relational databases • Create query in design view – Access translates entries and criteria into SQL statements Succeeding in Business with Microsoft Access 2010 73
- 74. Customizing Queries Using Structured Query Language (continued) • View statements by switching from Design view to SQL view • SELECT statement defines – What data query should retrieve from database – How it should present data Succeeding in Business with Microsoft Access 2010 74
- 75. Exploring the Components of an SQL Query • Keywords – Use to construct SQL statements • Most developers place each statement on separate line – To make SQL code easy to read Succeeding in Business with Microsoft Access 2010 75
- 76. Common SQL Keywords Succeeding in Business with Microsoft Access 2010 76
- 77. Level 3 Summary • Action queries – Make new tables – Append data – Delete data – Update data • IFF function • SQL – Use SQL view to edit SQL directly Succeeding in Business with Microsoft Access 2010 77
- 78. Chapter Summary • Queries retrieve data from one or more tables – Action queries update data – Perform calculations – Make decisions using IIF function • SQL – Used to interact with relational databases – Use SQL view to view/edit SQL statements generated by Access Succeeding in Business with Microsoft Access 2010 78