Access: QueriesAd-hoc

Reporting

Chapter T

Access Queries

Queries

Access

Properties

Sorting

Selection Criteria

Calculations

Objective

▪State the purpose of common table properties.

▪Create queries to support common business problems. (Using Query Design View only)

▪Distinguish between record and summary calculations.

What are Access Objects?

▪Tables

▪Queries

▪Reports

▪Forms

Open XLS in Access – Step 1Open blank desktop database & name it

Open XLS in Access – Step 2Load data into new table

Open XLS in Access – Step 3

Open XLS in Access – Step 4Format Text Fields

Open XLS in Access – Step 5Add Primary Key

Open XLS in Access – Step 6Name Table

Example Data

Participant Registration Card

Participant ID: 1

Age:

Gender: Male Female

Are you married? Y or NAre you a parent? Y or NAre you a home owner?Y or N

What is your favorite food?

Example Data

Observation Card

Participant ID #:

Observation Date:

1 = Poor … 5 = Excellent

Rating of Product A: 1 2 3 4 5Rating of Product B: 1 2 3 4 5 Rating of Product C: 1 2 3 4 5 Rating of Product D: 1 2 3 4 5

Open Existing DatabaseStart Access

Review Tables

Review Relationships

What Table Properties Can I Set?

▪ Field Name

▪Data Type

▪ Field Size

▪ Format (output)

▪Decimal Places

▪ Input Mask

▪Default Value

▪ Validation Rule

▪ Required

▪ Indexed

Book Database

What is the Purpose of Queries?

▪Ad-hoc information retrieval

▪Output subsets of data

Start a QueryExample: List demographics of all participants.

Fields

Run a Query

Show & Hide FieldsExample: List demographics of all participants

but hide homeowner field.

Save a Query

Sort RecordsExample: List ratings for Product A from high to low.

Select RecordsExample: List demographics of Female participants.

Query More Than One Table

Example: List all observation ratings by female participants.

Selection Criteria: OperatorsExample: List demographics of all

participants over 30 years of age.

Selection Criteria: * and ?Example: List demographics of all

participants who like liver. Liver may be anywhere in the Favorite Food string; beginning, middle or end.

Selection Criteria: NOTExample: List demographics of all

participants who did not identify ice cream as their favorite food.

Selection Criteria: NULLExample: List demographics of all

participants who did not identify a favorite food.

Selection Criteria: ANDExample: List demographics of female

participants who are over thirty.

Selection Criteria: ORExample: List demographics of participants

who are either Female or over 30.

Combine Selection CriteriaExample: List all female participants who

are married and all male participants who are parents.

Selection Criteria: DatesExample: List all observations

recorded on Feb 24, 2011.

Summary CalculationsOne calculation total for a group of records.

Example: Calculate the average rating each participant assigned to Product A.

Record CalculationsOne calculation per record.

Example: Determine the age of each participant in five years.

Query Limitations▪Queries can show only one level of grouping at a time.

▪Queries have limited formatting options.