Access 2010 Level 2 Unit 1Advanced Tables, Relationships, Queries, and Forms

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Access 2010

Level 2

Unit 1 Advanced Tables, Relationships,Queries, and Forms

Chapter 3 Advanced Query Techniques


Advanced Query Techniques

Extract Records Using Select Queries Modify Join Properties in a Query CHECKPOINT 1 Create and Use Subqueries Select Records Using a Multiple-Value Field Perform Operations Using Action Queries CHECKPOINT 2

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Extract Records Using Select Queries

A select query is the type of query most often used in Access.

Select queries extract records from a single table or from multiple tables according to criteria that you specify.


Extract Records Using Select Queries…continued

A filter is used in a datasheet or form to temporarily hide records that do not meet specified criteria. The subset of records can be edited, viewed, or printed.

A filter is active until it is removed or until the datasheet or form is closed.



To save a filter as a query:1. Open the table.2. Filter the table as

desired.3. Click the Advanced Filter

Options button in the Sort & Filter group in the Home tab.

4. Click the Filter By Form option at the drop-down list.

continues on next slide…

Filter By Form option



5. Click the Advanced Filter Options button in the Sort & Filter group in the Home tab.

6. Click the Save As Query option in the drop-down list.


Save As Query option



7. At the Save As Query dialog box, type the desired query name.

8. Click OK.9. Close the Filter By Form

datasheet.10. Close the table. Save As Query

dialog box



In a parameter query, specific criteria for a field are not stored with the query design. Instead, the field(s) used to select records have a prompt message that displays when the query is run.

Enter Parameter Value dialog box



The message in the dialog box is created in the field to which the criterion will be applied.

When the query is run, the user types the criterion at the Enter Parameter Value dialog box. Access then selects the records based on that criterion.

If more than one field contains a parameter, Access prompts the user one field at a time.



To create a parameter query:1. Start a new query in Design

view.2. Add the desired table(s).3. Close the Show Table dialog box.4. Add the desired fields to the

query design grid.5. Click in the Criteria row of the

field to be prompted.6. Type the message text, encased

in square brackets.7. Repeat Steps 5-6 for each

additional criteria field.8. Save the query.9. Close the query.

Criteria row


Modify Join Properties in a Query

The term join properties refers to the way in which Access matches the values in the common fields between two tables in a relationship.

Access provides for three join types in a relationship: an inner join, a left outer join, and a right outer join.


Modify Join Properties in a Query…continued

To create a query with an inner join:1. Create a new query in

Design view.2. Add the tables to the

query window.3. Double-click the join line

between the tables.4. At the Join Properties

dialog box, click OK.5. Add the desired fields to

the query design grid.6. Save and run the query.

Join Properties dialog box



To create a query with a left outer join:1. Create a new query in




dialog box, click option 2.5. Click OK.6. Add the desired fields to


option 2



To create a right outer join:1. Create a new query in




dialog box, click option 3.5. Click OK.6. Add the desired fields to


option 3



To remove a table from a query:1. Open the query in

Design view.2. Right-click the table.3. Click the Remove

Table option at the shortcut menu.

Remove Table option



To create a self-join query:1. Create a new query in

Design view.2. Add two copies of the

same table to the query.3. Right-click the second

table name.4. Click the Properties

option.continues on next slide…

Properties option



5. Click in the Alias property box and delete the existing table name.

6. Type the alias table name.

7. Close the Property Sheet.


Alias property box



8. Drag the field name from the left table to the field name in the right table that contains the matching values.

9. Add fields to the query design grid as required.

10. Run the query.11. Save the query.

field name



If a query is created from two tables for which no join is established, Access will not know how to relate the records in each table.

In the absence of a relationship, Access produces a datasheet representing every combination of records between the two tables. This type of query is called a cross product or Cartesian product query.

If you add two tables to a query and no join line appears, create a join by dragging a field from one table to a compatible field in the other table.


CHECKPOINT 11) This is the type of query most

often used in Access.a. appendb. selectc. updated. make-table

3) The Advanced Filter Options button is located in this tab.a. Homeb. Createc. External Datad. Database Tools

2) This is used to temporarily hide records that do not meet specified criteria.a. screenb. sectionc. filterd. sort

4) By default, Access uses this type of join between tables.a. innerb. outerc. leftd. right

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Create and Use Subqueries

When performing multiple calculations based on numeric fields, you may decide to create a separate query for each individual calculation and then use subqueries to generate the final total.

A subquery is a query nested inside another query. Using subqueries to break the calculations into

individual objects allows you to reuse a calculated field in multiple queries.


Create and Use Subqueries…continuedTo nest a query within a query:1. Start a new query in Design

view.2. At the Show Table dialog

box, click the Queries tab.3. Double-click the query to

be used as a subquery.4. Add other queries or tables

as required.5. Close the Show Table

dialog box.6. Add fields as required.7. Save and run the query.

Queries tab


Select Records Using a Multiple-Value Field

To show a multiple-value field in separate rows in a query:1. Open the query in Design

view.2. Click in the Field list box of

the multiple-value field in the design grid.

3. Move the insertion point to the end of the field name.

4. Type a period.5. Press Enter to accept

the .Value property.6. Save the query.

Field list box


Perform Operations Using Action Queries

Query Type Description

Make TableA new table is created from selected records in an existing table. For example, you could create a new table that combines fields from two other tables in the database.

AppendSelected records are added to the end of an existing table. This action is similar to performing a copy and paste.

UpdateA global change is made to the selected group of records based on an update expression. For example, you could increase the labor rate by 10 percent in one step.

Delete A selected group of records is deleted from a table.


Perform Operations Using Action Queries…continued

To create a make-table query:1. Create the query in Design

view.2. Add the desired table to the

query.3. Add the desired fields to the

query design grid.4. Enter the criteria to select

records.5. Run the query.6. Switch to Design view.7. Click the Make Table button

in the Query Type group in the Query Tools Design tab.


Make Table button



8. Type a table name.9. At the Make Table

dialog box, select the destination database.

10. Click OK.11. Run the query.12. Click Yes.13. Save the query.

Make Table dialog box



A delete query is used to delete, in one step, a group of records that meet specific criteria.

You can use this action query in any instance in which the records you want to delete can be selected using a criteria statement.



To delete records using a query:1. Right-click the make-table

query.2. Click the Design View option

at the shortcut menu.3. Click the Delete button in the

Query Type group in the Query Tools Design tab.

4. Click the File tab.5. Click Save Object As.6. Type the name and click OK.7. Run the query.8. A the Microsoft Access

message, click Yes.

Microsoft Access message



To add records to a table using a query:1. Open the make-table query in

Design view.2. Click the Append button in the

Query Type group in the Query Tools Design tab.

3. At the Append dialog box, click OK.

4. Click the File tab.5. Click Save Object As.6. Type the name and click OK.7. Run the query.8. A the Microsoft Access

message, click Yes.

Append dialog box



To create an update query:1. Create the query in Design view.2. Add the desired table to the query.3. Add the desired fields to the query

design grid.4. Enter the criteria to select records.5. Run the query.6. Switch to Design view.7. Click the Update button in the Query

Type group in the Query Tools Design tab.

8. Click in the Update To box in the field to be changed.

9. Type the update expression.10. Run the query.11. Click Yes.12. Save the query.

Update To box


CHECKPOINT 21) This is a query nested inside

another query.a. make-table queryb. update queryc. append queryd. subquery

3) This type of query is used to delete, in one step, a group of records that meet specific criteria.a. updateb. deletec. appendd. select

2) With this type of query, selected records are added to the end of an existing table.a. updateb. deletec. appendd. select

4) With this type of query, a global change is made to a selected group of records based on an expression.a. updateb. deletec. appendd. select

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Advanced Query Techniques

Save a filter as a query Create and run a parameter query to prompt for criteria Add tables to and remove tables from a query Create an inner join, left join, and right join to modify query results Create a self-join to match two fields in the same table Create a query that includes a subquery Assign an alias to a table and a field name Select records using a multiple-value field in a query Create a new table using a make-table query Remove records from a table using a delete query Add records to the end of an existing table using an append query Modify records using an update query

Summary of Presentation Concepts

Access 2010 Level 2 Unit 1Advanced Tables, Relationships, Queries, and Forms

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