Microsoft Office Access 2010 Lab 3 2016 Querying Tables and Creating Reports

Objectives Evaluate table design Modify relationships Enforce referential integrity Create and modify a simple query Query two tables

Objectives Filter a query Find unmatched and duplicate records Create a parameter query Create reports from tables and queries Display a Totals row

Objectives Modify a report design Select, move, and size controls 3-4 Objectives Modify a report design Select, move, and size controls Change page margins Preview and print a report Compact and back up a database

3-5 Refining the Database Once created, analyze your database for efficiency. There may be a better way to organize your table information Is information repeated? Are there any fields that need to be added? Use the Access Table Analyzer to evaluate the design of your database It is a good rule to thumb to analyze a database for efficiency Use the Table Analyzer to determine if a table should be divided into smaller tables for efficiency Note: To find out more about analyzing tables, students can look up database normalization on the web

Evaluating Table Design 3-6 Evaluating Table Design Data should be in the smallest unit possible in a database For example, first name and last name should be two separate fields A field called NAME that includes both a first and last name is not as efficient

Concept Preview Query Join Query Criteria Report

Concept 1 Queries are based on tables Five types of queries Query A query is a request for specific data contained in a database Used to view data in different ways analyze date Change existing data Queries are based on tables Five types of queries A query is a request for specific data contained in a database. Queries are used to view data in different ways, analyze data and even to change existing data. Because queries are based on tables, you also can use query as the source for forms and reports.

Types of Queries Select - Retrieves the specific data you request from one or more tables, then displays the data in a query datasheet in the order you specify This is the most common type of query Crosstab - Summarizes large amounts of data in an easy-to-read, row-and-column format Parameter - Displays a dialog box prompting you for information, such as criteria for locating data. For example, a parameter query might request the beginning and ending dates, then display all records matching dates between the two specified values Action - Makes changes to many records in one operation. There are four types of action queries: A make-table query creates a new table from selected data in one or more tables An update query makes update changes to records, such as when you need to raise salaries of all sales staff by 7 percent An append query adds records from one or more tables to the end of other tables. A delete query deletes records from a table or tables SQL- Created using SQL (Structured Query Language), an advanced programming language used in Access

Concept 3 Five types of queries Query Criteria Expressions that are used to restrict the results of a query to display only records that meet certain limiting conditions Uses compound criteria AND operator OR operator Five types of queries A query is a request for specific data contained in a database. Queries are used to view data in different ways, analyze data and even to change existing data. Because queries are based on tables, you also can use query as the source for forms and reports.

3-11 Specifying Criteria A criteria expression will select only records that meet certain limiting criteria Criteria can be entered in the Criteria row of the query in Design View Not necessary to enter = (equal to) Character strings are automatically enclosed in quotation marks To instruct the query to locate records meeting multiple criteria, you use a compound criterion The AND or OR criterion is used to specify multiple conditions that must be met for the records to display in the datasheet The AND operator narrows the search, because a record must meet both conditions to be included. This condition is established by typing the word “and” in a field’s Criteria cell as part of its criteria expression The OR operator broadens the search, because any record meeting either condition is included in the output

Concept 2 Join An association between a field in one table or query and a field in another table or query Must have at least one common field Fields must be the same data type Used to bring information from different tables together Joins are what make relational databases so powerful Join is an association Based on relationships that have already been established A join line between the field lists identifies the fields of the relationship What is the difference between a relationship line and a join line ?

3-13 Basic Types of Joins

Concept 4 Professional-appearing output Can create … Report Professional-appearing output Generated from tables or queries Includes groups and summary information Can create … Formatted labels Report titles Headings Design styles, layouts, and graphics First decide what information you want to appear in the report Next determine the tables or queries that are needed A report is printed output generated from tables or queries: Can create a simple listing of all the fields in a table Can be a list of selected fields based on a query Can group data in reports to achieve specific results You can then display summary information, such as totals, by group to allow the reader to further analyze the data

Methods for Creating Reports 3-15 Methods for Creating Reports The method used depends on the type of report you need to create

Report Design Window Sections 3-16 Report Design Window Sections Elements of a report in design view

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