1 Access Lesson 3 Creating Queries Microsoft Office 2010
Introductory
Slide 2
Access Lesson 3 Microsoft Office 2010 Introductory 222
Objectives Create a query using a Wizard. Sort and filter data in a
datasheet. Create a query in Design view. Create relationships in a
database. Create a query based on more than one table. Use
operators in a condition in a query. Calculate data using a
query.
Slide 3
Access Lesson 3 Microsoft Office 2010 Introductory 333 Creating
a Query with the Simple Query Wizard A query is a database object
that lets you ask the database about the data it contains. The
result of a query is a datasheet that includes the records you
asked to see. Specifications in a query are called conditions. A
condition is also called a criterion. When the condition has two or
more parts to it, the two conditions are called criteria.
Slide 4
Access Lesson 3 Microsoft Office 2010 Introductory 444 Creating
a Query with the Simple Query Wizard (continued) A query is based
on a table or another query (or multiple tables/queries) When you
open a query object, you run the query. Running a query displays a
datasheet with only the records and fields that you asked to see.
The Simple Query Wizard is an easy way to create a query.
Slide 5
Access Lesson 3 Microsoft Office 2010 Introductory 55 Creating
a Query with the Simple Query Wizard (continued) 5 First Simple
Query Wizard dialog box
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Access Lesson 3 Microsoft Office 2010 Introductory 666 Creating
a Query with the Simple Query Wizard (continued) A detail query
shows every field in each record. A summary query lets you
summarize relevant data, such as adding the field values in a
column that stores price data.
Slide 7
Access Lesson 3 Microsoft Office 2010 Introductory Lets Create
A Query Open Up The Company Database Select the Create Tab Next
Select Query Wizard Select Fields That Will Be Used To Perform A
Query Of The Data and Questions Below Who has a zip code of 79835?
Who makes less than 2000 in salary? Who are the managers and what
is their salary? 7
Slide 8
Access Lesson 3 Microsoft Office 2010 Introductory 888 Sorting
Data When you view field values in ascending or descending order
from A to Z or from smallest to largest, you apply a sort to the
field. Sorting a field in ascending order arranges records from A
to Z, or from smallest to largest. Sorting a field in descending
order arranges records from Z to A, or from largest to
smallest.
Slide 9
Access Lesson 3 Microsoft Office 2010 Introductory 99 Filtering
Data A filter temporarily displays records in a datasheet based on
the condition that you specify. You can use different types of
filters to display the data you need. When you use Filter By
Selection, you select a field value, and then click the Selection
button in the Sort & Filter group on the Home tab. 9
Slide 10
Access Lesson 3 Microsoft Office 2010 Introductory Lets Filter
Using The Company Database(also on my website) Filter by selection
Show everyone that works in the advertising department Everyone
that has a first name that begins with an S Everyone that was born
in 1968 10
Slide 11
Access Lesson 3 Microsoft Office 2010 Introductory 11 Filtering
Data (continued) You can use Filter By Form to display records that
contain one or more values based on the values stored in one or
more fields. Click the Advanced button in the Sort & Filter
group on the Home tab. Click the Toggle Filter button in the Sort
& Filter group on the Home tab to display only records in the
datasheet that match the filter. 11
Slide 12
Access Lesson 3 Microsoft Office 2010 Introductory 12 Filtering
Data (continued) An easy way to sort and filter data is to use an
AutoFilter. An AutoFilter is a menu that opens when you click the
arrow on the right side of a field selector, and contains options
for: Sorting data and clearing filters. Using Filter By Selection
and Filter By Form. 12
Slide 13
Access Lesson 3 Microsoft Office 2010 Introductory 13 Filtering
Data (continued) 13 AutoFilter for the Product Name field (a Text
field)
Slide 14
Access Lesson 3 Microsoft Office 2010 Introductory 14 For a
query datasheet, you have more sorting and filtering options when
you create or modify a query in Design view. In the Query Design
window, you build and change the query using the design grid.
Slide 15
Access Lesson 3 Microsoft Office 2010 Introductory Creating a
Query in Design View (continued) The Query window in Design view is
divided into two parts. The top shows the field list for the table
you included in the query design. The bottom contains a design grid
that allows you to specify fields, conditions, and sort orders. A
query can contain one, some, or all of the fields in the table. You
can add the fields in any order to the design grid. 15
Slide 16
Access Lesson 3 Microsoft Office 2010 Introductory 16 You can
set a sort order for a field using the field's Sort box in the
design grid. You can run a query by clicking the Run button in the
Results group on the Query Tools Design tab. When you run a query,
the results appear in a query datasheet. To add a condition to a
field, click in the field's Criteria box, and then type the
condition.
Slide 17
Access Lesson 3 Microsoft Office 2010 Introductory 17 Creating
Table Relationships 17 The feature that lets you connect the data
in the tables is a relationship. To create a relationship between
two tables, you must design the tables so they contain a common
field. A common field is a field that appears in both tables, has
the same data type, and contains the same values. A common field is
also called a matching field.
Slide 18
Access Lesson 3 Microsoft Office 2010 Introductory Creating
Table Relationships (continued) The most common relationship is a
one-to- many relationship. One record in the first table can match
many records in the second table. The common field in the related
table is called a foreign key when it is used in a relationship.
18
Slide 19
Access Lesson 3 Microsoft Office 2010 Introductory 19 Creating
Table Relationships (continued) 19 When you relate tables, Access
uses a set of rules to ensure that there are matching values in the
common field used to form the relationship. This set of rules is
called referential integrity. Referential integrity protects the
data in the tables to make sure that data is not accidentally
deleted or changed, resulting in inconsistent data.
Slide 20
Access Lesson 3 Microsoft Office 2010 Introductory 20 Creating
Table Relationships (continued) 20 Relationships window after
creating a one-to-many relationship
Slide 21
Access Lesson 3 Microsoft Office 2010 Introductory Creating a
Multitable Query Queries based on more than one table are sometimes
called multitable queries. After you add two related tables to the
query design, a join line shows the relationship. The join line
connects the common field used to relate the tables. It defines the
type of relationship by using the "1" to represent the "one" and
the infinity symbol to represent the "many" side of the
relationship. 21
Slide 22
Access Lesson 3 Microsoft Office 2010 Introductory 22 Using
Operators in a Condition 22 In an exact match condition the records
must contain the specified value. In a range-of-values condition
the record must match a range of values. The And operator selects
records that match all of two or more conditions in a query. The Or
operator selects records that match at least one of two or more
conditions in a query.
Slide 23
Access Lesson 3 Microsoft Office 2010 Introductory Using
Operators in a Condition (continued) Relational operators 23
Slide 24
Access Lesson 3 Microsoft Office 2010 Introductory Calculating
Data Access provides two ways to calculate data using a query:
Total Row: Use the Total row to count the number of values in a
column. The Total row includes additional functions for values.
Calculated Field: A field with a value calculated using other
fields is called a calculated field. The calculation is called an
expression. 24
Slide 25
Access Lesson 3 Microsoft Office 2010 Introductory 25 Summary
In this lesson, you learned: A query is a database object that lets
you ask the database a question about the data it contains. You can
create a query quickly and easily using the Simple Query Wizard,
which asks you about the data you want to see and lets you select
options in dialog boxes. You can change the way data is sorted in a
datasheet by applying an ascending or a descending sort order to
one of the fields. 25
Slide 26
Access Lesson 3 Microsoft Office 2010 Introductory 26 Summary
(continued) You can use a filter in a datasheet to temporarily
display records in a datasheet based on a condition that you
specify. Filter By Selection lets you select a field value or part
of a field value in a datasheet and then filter out all records
that do not match the filter. Filter By Form lets you display
records that match a value you select in a field. An AutoFilter
opens when you click the arrow on a field selector. You can use an
AutoFilter to sort and filter data. You can also move and sort
fields in Design view. To run a query, click the Run button in the
Results group on the Query Tools Design tab. 26
Slide 27
Access Lesson 3 Microsoft Office 2010 Introductory 27 Summary
(continued) When you need to create a query that uses conditions to
select records, create the query in Query Design view. Use the
Relationships window to create relationships between tables in a
database by joining tables with a field that contains matching
field values. A one-to-many relationship exists when one record in
the primary table matches zero, one, or many records in the related
table. Referential integrity is the set of rules that Access uses
to protect data in the tables and to make sure that data is not
accidentally deleted or changed. 27
Slide 28
Access Lesson 3 Microsoft Office 2010 Introductory Summary
(continued) A multitable query is a query that is based on more
than one table. When you need to use a query to search for records
that match a range of values, use a relational operator in the
query design. When you need to select records that match all of two
or more conditions in a query, use the And operator by placing the
criteria in the same Criteria row in the design grid. When you need
to select records that match at least one of two or more conditions
in a query, use the Or operator by placing the first condition in
the Criteria row and the second condition in the or row in the
design grid. 28
Slide 29
Access Lesson 3 Microsoft Office 2010 Introductory Summary
(continued) In Access, you can perform calculations by using the
Total row in a datasheet, or by creating a calculated field in the
design grid in Query Design view. 29