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Exploring Microsoft Access

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Presentation on theme: "Exploring Microsoft Access"— 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 This is a overview of why we use word processing software and the tasks to perform. Do you remember typing your term papers in high school? Recount to your students how much easier creating term papers are with the advantages of word processing.

5 Report Types Columnar report Tabular 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 Word Wrap - text automatically wraps text from one line to the next without pressing the enter key Hard Return - created by the user when the enter key is pressed Soft Return - created by the word processor as it wraps text from one line to the next Insertion Point - Flashing vertical line that marks the place where text will be entered Toggle Switch - A switch that causes the computer to alternate between two modes. For example, Caps Lock alternates between uppercase and lower case. Insert Mode - Moves existing text to the right as new characters are being added. Insert key toggles between insert and overtype mode., Overtype Mode - Types over existing characters as new characters are added. Used for correcting typos. Normal View - this view shows the only the body of the current page; faster and preferable when entering text and editing (See Figure 1.6 page 15 in textbook) Page Layout View - this view shows the complete page with headers, footers and all formatting applied (See Figure 1.7 page 16 in textbook) AutoCorrect Feature - corrects predefined spelling errors and/or mistakes in capitalization, automatically as the words are entered.

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 Criteria Run Button

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 Average GPA/Major by Gender Listing of all Majors

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 A chapter summary is given on pages of the textbook. Key words and concepts are listed on page 36 of the textbook. Students should master the concepts and vocabulary of this chapter before progressing to the next.

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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