CURS 4&5S - Create Queries

Embed Size (px)

Citation preview

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

    1/22

    Access 2007 create queris

    Prof. univ. dr. Pavel NASTASE

    Bucharest Academy of Economic StudiesFaculty of Accounting and Management Information Systems

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

    2/22

    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.

    2

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

    3/22

    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.

    3

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

    4/22

    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.

    2

    4

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

    5/22

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

    6/22

    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.

    6

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

    7/22Create queries

    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.

    7

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

    8/22Create queries

    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.

    8

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

    9/22Create queries

    Query a single recordsource

    For example, this type

    of query makes it easy

    to list your assets andtheir purchase dates,

    as shown here.

    1

    2

    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.

    9

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

    10/22Create queries

    Query a single recordsource

    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.

    10

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

    11/22

    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.

    11

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

    12/22

    Create queries

    Make a query ask you for input

    In other words,

    parameters are a type

    of filter that you buildin to your query.

    1

    2

    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.

    12

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

    13/22

    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.

    13

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

    14/22

    Create queries

    Use a formula in a query

    The picture shows the

    process.

    1

    2

    3

    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.

    14

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

    15/22

    Create queries

    Use a formula in a query

    The picture shows the

    process.

    When you run your query, the results include your

    calculation.

    4

    15

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

    16/22

    Create queries

    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.

    16

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

    17/22

    Create queries

    Query multiple recordsources

    The picture shows the

    process.

    1

    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 ...

    17

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

    18/22

    Create queries

    Query multiple recordsources

    The picture shows the

    process.

    3 Give your new query a descriptive name. Remember to

    avoid using spaces in the name.

    18

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

    19/22

    Create queries

    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.

    19

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

    20/22

    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.

    20

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

    21/22

    Create queries

    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.

    21

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

    22/22

    Create queries

    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.

    22