CURS 4&5S - Create Queries

7/30/2019 CURS 4&5S - Create Queries

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Access 2007 create queris

Prof. univ. dr. Pavel NASTASE

Bucharest Academy of Economic StudiesFaculty of Accounting and Management Information Systems


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Create queries

Course goals

Use the Query Designer to create a select query that

returns data from a single table.

Create a select query that asks you to enter parameters,

then returns results that match those parameters.

Use a formula in a query to calculate a sum.

Use the Query Wizard to create a select query that returns

data from two tables.

Use a text expression to concatenate fields.

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Create queries

Get answers from your data

Your new asset-

tracking database is

coming along.

You have tables,

relationships, and

data, so the next step

is to build somequeries.

Specifically, youll create select queries. Theyre

components that retrieve and process your data and

display the results in a datasheet.

The query in the picture takes asset data from the first

table, the names of technicians from the second table,

and displays the result in a way that you can consume.

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Create queries

The basics of creating select queries

Access provides two

primary ways to create

select queries theQuery Wizard and the

Query Designer.

Regardless of the tool

you use, you follow

some common stepsto create the query.

1 Start by choosing a recordsource for the query. A

recordsource can be one or more tables, one or more

queries, or a combination of the two.

From the recordsource, select the fields that you want to

see in the query.

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Create queries

Ways to use query results

When you run a select

query, Access displays

the results in adatasheet.

The result is called a recordset, and you can work with

it in the same way that you work with a datasheet.

For example, you can add or change data, and Access

will write your changes to the tables that serve as the

recordsources for your query.

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Ways to use query results

You can also use your

recordsets to provide

data for forms, reports,and even other

queries.

For example, if you want a report on the computers that

you need to replace, you can create a query that returns

that data, and then quickly build your report.

The picture shows this. The query returns only those

records where an asset has been marked for retirement.

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Query a single recordsource

The Query Designer

gives you the most

control over a selectquery.

It also makes it easy to create a query that uses a single

table as a recordsource.

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For example, this type

of query makes it easy

to list your assets andtheir purchase dates,

as shown here.

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On the Create tab, in the Othergroup, click Query

Design. The designer starts and displays the Show

Table dialog box.

In the dialog box, select your recordsource. You can use

a combination of tables and queries, and the ones you

select appear in the upper section of the designer.

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For example, this type

of query makes it easy

to list your assets andtheir purchase dates,

as shown here.

3 In your recordsource, double-click the fields that you

want to see in your recordset, or results. Your choices

appear in the bottom section of the designer.

4 When you finish adding fields, go to the Design tab on

the Ribbon, and in the Results group, click Run. Your

record then appears as a datasheet.

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Create queries

Make a query ask you for input

The type of query that

you created in the

previous section canreturn a lot of data. A

common way to limit

what the query returns

is to use a parameter.

Put simply, parameters make the query ask for input

before it runs.

So if, say, you only want to see records between certain

dates, you can add parameters that make the query ask

you for starting and ending dates. The query will give

you just the records that fall between those dates.

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Create queries

Make a query ask you for input

In other words,

parameters are a type

of filter that you buildin to your query.

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Open the query in Design view, and in the Criteria row

of the field you want to filter, enter your parameter.

When you run the query, that criteria asks you for a start

date, then an end date, and it returns only the records

that fall within the dates you specify.

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Create queries

Use a formula in a query

Another common way

to alter the selection

criteria in a query is toadd a function.

For example, if you want to know how much your

company spent on office furniture last year, you can add

an aggregate function to the query and the sum willappear in your results.

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Create queries


The picture shows the

process.

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Open your query in Design view.

On the Design tab, in the Show/Hide group, click

Totals. The Total row appears in the designer.

In the field where you want to use the function, click the

Total row and select a function from the list.

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Create queries



process.

When you run your query, the results include your

calculation.

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Query multiple recordsources

Finally, you can use

multiple tables, or

other queries, as therecordsource for a

new query.

The Query Wizard is the easiest way to do that type of

job, especially if youre new to Access.

This type of query is a way to answer questions such as

which assets came from which suppliers.

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process.

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2

On the Create tab, in the Othergroup, click Query

Wizard.

Complete the wizard. As part of that process, select the

tables and fields you want to use as your recordsource,

and ...

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process.

3 Give your new query a descriptive name. Remember to

avoid using spaces in the name.

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Suggestions for practice

1. Create a select query from a single table.

2. Make the query ask you for input (add a parameter to the query).

3.Add a calculated field to the query.

4. Create a query from multiple tables.

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Create queries

Test question 1

When you first create a query, you select which of the

following? (Pick one answer.)

1. A recordsource.

2. A system table.

3. A recordset.

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Test question 2

Use criteria in a query when you need to do which of the

following? (Pick one answer.)

1. Ensure your data is properly formatted.

2. Add formulas to a table.

3. Sort, filter, or otherwise limit what the query returns.

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Test question 3

Before you can use multiple tables as a recordsource, those

tables must be or do which of the following? (Pick one

answer.)

1. Be open in Datasheet view.

2. Participate in a relationship.

3. Not serve as the recordsource for another query.

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CURS 4&5S - Create Queries

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