2. MS-ACCESS BY SANGEETHA PARTHASARATHY

3. Topics to be covered §Comparing Values in Selection Criteria §Calculating Values in a Query §Changing the appearance of Values §Creating a Query to Add Records §Creating a Query to Create a New Table §Create a Query to Delete Records §Create a Query to Update Records §Speeding up Searches with Indexes §Creating Multiple Field Indexing

4. Insert a Comparison Expression §Display the query in Design View §Position the insertion point in the Criteria box for which you want to include an expression §Click the Build button on the Query Design toolbar §Click the appropriate comparison operator button. Choose the appropriate operator. §Enter a value or click a field whose value you want to compare §Click OK

5. Insert a Logical Expression §Display the query in Design view §Position the insertion point in the Criteria box for which you want to include in the expression §Click the Build button on the Query Design toolbar. §Click one of the logical operator buttons.To see additional logical operators click on the Operators folder and choose an operator you want from the list. §Enter a value or click a field whose value you want to use in the expression. §Click OK

6. Create a Calculated Field §Display the query in Design view §Position the insertion point in the Field row for a blank column in the design grid §Click the Build button on the Query Design toolbar to display the Expression Builder dialog box §Double-click the field(or fields) you want to use in the calculation §Click the button corresponding to the calculation you want or click the operator folder and click the Arithmetic folder to use the operator you want. §Type any other values(constants)you want to use in the expression §Click OK.

7. Change a Number Format §Position the insertion point in the number field whose format you want to change, and then click the Properties button on the Query Design toolbar §Click the Format drop-down arrow, and then select the format you want to use §Click the Decimal Places box, and then select one of the available decimal places from the drop-down list, or enter the number of decimal places you want. §Click the Close button

8. Create a Query to Add Records §Create a simple query based on the table whose records you want to append to another table §In Design view,click the Query Type drop-down arrow on the Query Design toolbar, and then click Append Query §Type the name of the table to which you want to append records; or click the drop-down arrow and choose a table from the list

9. §Click Current Database if the table is in the currently open database or Click Another Database name. §Click OK §Drag the fields you want to append from the fieldlist to the Query design grid. If you want to append all the fields you can drag the (*) to the Query design grid

10. §If the Primary key is not an AutoNumber data type, drag the primary key field from the table to the design grid §Drag from the field list any fields you want to use in selection criteria §To preview the records that will be added,click the View button on the Query Design toolbar. To return to Design view,click the View button on the Table Datasheet toolbar §Click the Run button on the Query Design Toolbar to append the records §Click Yes to confirm that you want to append records

11. Create a Query to Create a New Table §Create a Query based on the tables or queries that contain records you want to put in the table §In Design view click the Query Type button drop-down arrow and select Make-Table Query §Type the name of the table you want to create; or Click the drop-down arrow and choose a table from the list §Click Current Database if the table is in currently open database, or click Another Database. §Click OK

12. §Drag the Fields you want to be added in the new table from the query design grid §Specify the criteria for the fields §To preview the records that will appear in the new table,click the view button on the Query Design toolbar §Click the Run button on the Query Design toolbar to make the new table §Click Yes to confirm that you want to create the new table

13. Create a Query to Delete Records §Create a new query based on the table that contains records you want to delete §In Design view,Click the Query Type button drop-down on the Query Design toolbar, and then Click Delete Query §For the Table from which you want to delete records,drag the (*) fro the field list to the fields query design grid §Drag one or more fields from the table list and enter the selection criteria in the box for each field

14. §To preview the records that will be deleted, click the View button on the Query Design toolbar §Click the Run button on the Query Design toolbar to delete the records §Click Yes to confirm that you want to delete the records

15. Create a Query to Update Records §Create a query based on the tables or queries that include records that you want to update and the fields you want to use for the selection criteria §In the design view, click the Query Type button drop-down arrow on the Query Design toolbar, and then click Update Query §Drag the fields you want to update for which you want to specify criteria from the field list to the query design grid

16. §Specify the criteria for the fields §In the Update To Box for the fields you want to update, type the expression or value you want to use to change the fields §To preview the records that will be updated, click the view button on the Query Design toolbar §Click the Run button on the Query Design toolbar to update the records §Click Yes to confirm that you want to update the records

17. View or Edit Indexes §Open the Table in Design view §Click the Index button on the Table Design toolbar §Change indexes or index properties §Click the Indexes button when you have finished viewing or editing the indexes and index properties.

18. Create a Multiple-Field Index §Open the table in Design view §Click the Indexes button on the Table Design toolbar §In the Indexes window, click in the first blank row in the Index Name column and type the name you want for your index §Click the right side of the first blank row in the Field Name Column and select a field to include in this index

19. §Click the right side of the next blank row in the Field Name Column and select another field to include this index §Click the Indexes button on the Table Design toolbar when you have finished viewing or editing the indexes and index properties