ACCESS 3

OBJECTIVES

• Calculated fields in query design• Total option in query design• Creating Forms

CALCULATIONS IN QUERY• Queries can be built to perform a

calculation as part of the query• We often do this for things that we do not

need to store and take up space with• Expressions can be entered into the query

design grid as if they were regular fields• Done on Numeric data type fields

• To perform a calculation in a query, you must add a calculated field to the query design.

• Make certain that you are following the rules of precedence !

• Two options for entering expressions: – Enter the expression directly into the field text

box– Enter the expression in the Expression

Builder

CREATING A CALCULATED FIELD USING BUILDERRemove the existing criteria In design view, click in the place where

you want calculated field.Then click the magic wand “Builder” icon

above. The expression builder shows up…

THE EXPRESSION BUILDER…

REMEMBER THIS…

• Note: If you see <<expr>> be sure to remove it ! ! !

• Expand the width of the column if you see ####…

EXAMPLE

• In Design View of Query2 let us create a calculated field to show employment percent

EmpRate\(EmpRate+UnEmpRate)

GET APPROPRIATE FIELDS IN TO BUILDER

FORMAT

• Format the calculated field as Fixed number with 4 decimal places

• Execute the query

SORT

• Sort GDP in ascending order

EXAMPLE 2

• Download Baseball_Statistics file

QUERY• Create a query to display League name

and Team name

NOTICE REPETITIONS

GROUP BY USING TOTALS

SELECT THE APPROPRIATE GROUP BY OPTION

• Group by Leagues and number of teams

NOTICE THE QUERY RESULT

OTHER GROUP BY OPTIONS

• Average• Sum• Minimum• Maximum

CREATE A FORM WITH SUBFORM

The main form should display the name of each league and division in the Divisions table

SELECT FIELD FOR MAIN FORM

SELECT FIELDS FOR SUBFORM

The subform should display the individual team names, the percent of games won, and whether they participated in a playoff game

NOTICE FROM WITH SUBFORM(S)

DATASHEET LAYOUT

TITLES

• Main form as League Results • Subform as League Results Subform