Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 3-1 LINKS TO OBJECTIVES Save a Filter as a Query Save a Filter as a Query Parameter Query Inner, Left,

Copyright 2007, Paradigm Publishing Inc.

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3-1

LINKS TO OBJECTIVES• Save a Filter as a Que

ry• Parameter Query• Inner, Left, and Right

Joins• Self-Join• Calculated Field• Query with a

Subquery• Table Alias• Multi-valued Field in

a Query• Action Queries• Make-Table Query• Delete Query• Append Query• Update Query• Features Summary

ACCESS 2007Chapter 3

ADVANCED QUERY TECHNIQUES

Microsoft Access 2007 – Level 2Microsoft Access 2007 – Level 2

Chapter 3Chapter 3


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ACCESS 2007Chapter 3 Performance Objectives

• Save a filter as a query• Create and run a parameter query to prompt for

criteria• Add and remove tables to and 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 multi-valued 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


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ACCESS 2007Chapter 3 Save a Filter as a Query

1. Open the table and filter as desired

2. Click

then4. click

sam

e

3. Set desiredcriteria

5. Name the queryand click OK


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ACCESS 2007Chapter 3 Creating a Parameter Query

Open a query in Design view;Open a query in Design view;type each prompt enclosed in square type each prompt enclosed in square brackets [ ] into a Criteria cell or fieldbrackets [ ] into a Criteria cell or field

Prompts for information when the query runs

Hint: make the prompt self-explanatory


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ACCESS 2007Chapter 3 Creating a Parameter Query.../2

Run the query, responding to prompts

Type as directed by prompt and click OK

Query result – only those records that match both

(Case-insensitive)

Name and save the query as desired


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ACCESS 2007Chapter 3 Modifying Joins in a Query

Relationships between tables may have been set in the Relationships window; those joins may

be overridden during a query

Create a query and show the desired tables; Access will insert a Join line as set up

1) in the Relationships window or

2) when creating Lookup fields


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ACCESS 2007Chapter 3 Modifying Joins in a Query.../2

To change the Join, choose a different option in the Join dialog box

In query design, double-click the join line

Choose desired

option and click OK

Inner join

Left outer join

Right outer join


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Example of an Inner Join

Only records that have matching fields in both tables will be

displayed

Notice missing records


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Example of a Left Outer Join

All records from the primary table and those that match from the secondary

table

Notice nullfields


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Example of a Right Outer Join

All records from the secondary table and those that match from the

primary table

Notice nullfields


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ACCESS 2007Chapter 3 Creating a Self-Join

Joining Two Copies of the Same Table in a Query

Table must have matching values in two separate fields

1. Create Join line between fields

2. Insert fields from both tables into the grid

3. To change the name, right-click a field and choose Properties

4. Type into the Caption property


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A Query with No Established Relationship

A query created from two tables with no join line produces a cross product or Cartesian product

query; it produces a datasheet with every combination of records between the two tables

Hint: Always review the join lines!


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ACCESS 2007Chapter 3 Creating a Custom Calculation

A calculated field displays the result of an expression rather than displaying stored data

Enter an expression into an empty field cellin the query design grid

Enclose field names in bracketsCharacters before the

colon become the column name

Right-click the field cell to change its Format property


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ACCESS 2007Chapter 3 Creating and Using Subqueries

A subquery is a nested query inside another query

Use for any combination of fields that will be used in multiple queries

Create and save the query to be nested

Create a new query and click the Show Table buttonAdd tables and queries as desired

Be sure to review the joins!


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ACCESS 2007Chapter 3 Query with a Multi-Valued Field

In query design, determine how the multi-valued field should be displayed

Table containing the multi-value field has two entries for the field


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ACCESS 2007Chapter 3 Creating an Alias for a Table or Field

Can change the table name for use in a query without changing it for all other objects (queries,

forms, reports, etc.)In query design view,right-click the table and choose Properties

Remove the existing Alias text

and type the desired alias


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ACCESS 2007Chapter 3 Creating an Action Query

To perform an operation on a selected group of records

Action Query Description

Make Table Creates a new table from selected data in one or more other tables

Delete Deletes selected records from one or more tables

Append Copies selected records from one or more tables to the end of one or more tables

Update Makes changes to selected records from one or more tables

Caution! After running an action query, its action cannot be undone!


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ACCESS 2007Chapter 3 Creating an Action Query…/2

Steps to creating and running an action query

1. Build and run a select query with tables, fields, criteria, and sort order

2. Change the query type

3. Run the action query once only


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ACCESS 2007Chapter 3 Creating a Make-Table Query

Enter thetable name

Click

Choose the current oranother database andname it or Browse

In Query Design view, after creating a Select query to verify the records, click the Make Table button


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ACCESS 2007Chapter 3 Creating a Make-Table Query…/2

Review the message and click Yes

Click the Run button to perform the query

then Save and close the query


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ACCESS 2007Chapter 3 Creating a Delete Query

Read the message and click Yes

Click the Run button to run the query

In Query Design view, after creating a Select query to verify the records, click the Delete button

The View button previews records to be deleted;

the Run button deletes the records permanently


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ACCESS 2007Chapter 3 Creating an Append Query

Enter thetable name

Click

Choose the current oranother database andname it or Browse

In Query Design view, after creating a Select query to verify the records, click the Append button


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ACCESS 2007Chapter 3 Creating an Append Query.../2



Save and close the query

The query and the receiving table must have the same structure


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ACCESS 2007Chapter 3 Creating an Update Query

In the new row, in the column to be updated,enter the text orexpression thatwill replace the contents of thisfield

In Query Design view, after creating a Select query to verify the records, click the Update button


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ACCESS 2007Chapter 3 Creating an Update Query…/2



Save and close the query

The update expression must have the same data type as the original field


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How do you save a filter as a query?

Features Summary

1. After filtering as desired

2. Click

then4. click

3. Review criteria

5. Name the queryand click OK


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How do you create a parameter query?

Features Summary

Open a query in Design view;Open a query in Design view;type each prompt enclosed in square type each prompt enclosed in square

brackets [ ] into a Criteria cell or fieldbrackets [ ] into a Criteria cell or field


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How do you join two tables so that all the records in the primary table will display?

Features Summary

Choose Left outer

join



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How do you join two tables to display only the records that match between the primary and secondary tables?

Features Summary


ChooseInner join


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How do you create a new table from selected records in an existing table?

Display the records with a Select query, then change the query to a

Make Table query

Features Summary


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How do you add records from one table to the end of another table?

Features Summary

Display the records with a Select query, then change the query to an

Append query


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ACCESS 2007Chapter 3 Coming Next

CREATING AND USING CUSTOM FORMS

Chapter 4Chapter 4

Documents

Copyright 2007, Paradigm Publishing Inc. BACKNEXTEND 3-1 LINKS TO OBJECTIVES Save a Filter as a Query Save a Filter as a Query Parameter Query Inner, Left,