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Exploring Microsoft Access Chapter 3 Information From the Database: Reports and Queries.

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Presentation on theme: "Exploring Microsoft Access Chapter 3 Information From the Database: Reports and Queries."— Presentation transcript:

1 Exploring Microsoft Access Chapter 3 Information From the Database: Reports and Queries

2 Objectives (1 of 2) Describe types of reports Describe views in Report window Describe similarities between forms and reports with respect to controls List sections in a report and explain purpose Differentiate between a query and a table

3 Objectives (2 of 2) Use design grid to create and modify a select query Explain multiple criteria rows to implement ‘AND’ & ‘OR’ conditions in a query Define an action query Create a crosstab query

4 Overview Information is data arranged in a useful format Convert data to information with queries and reports Understand concepts for reports and queries building on knowledge of tables and forms Discover similarities among objects

5 Report Types Columnar report –Simplest type –Lists every field for every record in a single column Tabular report –Displays selected fields in a row –One record per row

6 Anatomy of a Report Report header & footer Page header & footer Group header & footer Detail section

7 Report Wizard Easiest way to create a report Specify the table or query Select one or more fields Select layout (columnar/ tabular) Select a style Modify the resulting report

8 Report Print Preview Report Header Page Header Detail Section

9 Report Design View (1 of 2) Bound Controls –Data source is a field in the table/query Unbound Controls –Has no data source –Used to display titles, labels, lines, rectangles, and graphics Calculated Controls –Data source is an expression (avg, sum)

10 Report Design View (2 of 2) Report Header Page Header Detail Section Page footer Toolbox

11 Introduction to Queries Query provides the resulting records from a question Design grid: graphical tool used to develop queries Dynaset: The records that satisfy the query criteria

12 Dynaset Looks and acts like a table Is a dynamic subset of a table Allows for entry, updating and deletion of records Changes update the underlying table

13 Creating a Query Select query Query window views –Datasheet view –Design view –SQL view

14 Query Selection Criteria AND condition OR condition Relational operators Between function NOT function Wild card

15 Select Query Design View Table Run Button Criteria

16 Select Query Dynaset The results of the query are displayed as a dynaset

17 Grouping Records Use report anatomy to group records Grouping allows calculations like: –Count function –Sum function –Min function –Max function –Avg function

18 Crosstab Queries Listing of all Majors Average GPA/Major by Gender

19 Action Queries Enables table updates. Four types: Update: Changes multiple records Append: Adds records from one table to another Delete: deletes records that meet a criteria Make-table: Creates a new table from existing records

20 Chapter 3 Summary (1 of 2) Data refers to facts about a record Information is data arranged in a useful format Report prints and displays information from a database Report Wizard easily creates reports Reports: based on table or query

21 Chapter 3 Summary (2 of 2) Query displays records that meet a criteria Grouping records by a field for summaries Action queries modify records Crosstab queries display aggregated rather than individual records


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