Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy Mulbery|Krebs|Hogan|Cameron |Davidson|Lau|Lawson|Williams Series Created by Dr. Robert T. Grauer

Exploring Access 2016 Chapter 3 In Chapter 3, you will create queries to perform calculations and summarize data. Access includes many built-in calculations and functions. Calculations appear commonly in queries, but can also be added to tables, forms, and reports. Using Queries to Make Decisions Perform Calculations and Summarize Data Using Queries Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Objectives Create a Query with a Calculated Field Format Calculated Results Recover from Common Errors Verify Calculated Results The objectives for this chapter are: Create a Query with a Calculated Field Format Calculated Results Recover From Common Errors Verify Calculated Results The objective list continues on the next slide. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Objectives Create Expressions Using the Expression Builder Use Built-In Functions Add Aggregate Functions to Datasheets Create Queries with Aggregate Functions Additional objectives for this chapter are: Create Expressions Using the Expression Builder Use Built-In Functions Add Aggregate Functions to Datasheets Create Queries with Aggregate Functions Copyright © 2017 Pearson Education, Inc.

Objective 1: Create a Query with a Calculated Field In this section, the skills include: Understand the Order of Operations Build Expressions Skills:  Understand the Order of Operations  Build Expressions Copyright © 2017 Pearson Education, Inc.

Create a Query with a Calculated Field Order of operations: Parentheses Exponentiation Multiplication Division Addition Subtraction The order of operations is a rule that controls the sequence in which arithmetic operations are performed. Some examples are given on Table 3.1 in your textbook. Copyright © 2017 Pearson Education, Inc.

Create a Query with a Calculated Field Field row of blank column Because expressions can contain a number of different elements, creating expressions can be challenging. You can type them manually or use one of the tools that iare available in Access. To create a calculated field within a query, complete the following: Open the query in Design view. Click the Field row of blank column. Type the desired expression. Click Run in the Results group to display the results in Datasheet view. Copyright © 2017 Pearson Education, Inc.

Objective 2: Format Calculated Results In this section, the skill is: Format Fields Skills:  Format Fields Copyright © 2017 Pearson Education, Inc.

Format Calculated Results Property Sheet Format options Formatting the results of a calculated query makes the results more readable. You use the Property Sheet to change the way a field looks. Copyright © 2017 Pearson Education, Inc.

Objective 3: Recover from Common Errors In this section, the skill is: Recognize and Correct Common Errors Skills:  Recognize and Correct Common Errors Copyright © 2017 Pearson Education, Inc.

Recover From Common Errors Error message There are a number of common errors that can occur when creating calculated fields. These include forgetting the colon between the column title and the formula, spelling field name incorrectly, or forgetting the order of operations. You will receive an error message or a prompt displays to enable you to make corrections. Copyright © 2017 Pearson Education, Inc.

Objective 4: Verify Calculated Results In this section, the skill is: Evaluate Results Skills:  Evaluate Results Copyright © 2017 Pearson Education, Inc.

Verify Calculated Results Results of a calculation copied into Excel Access will calculate exactly what you tell it to calculate. When you see the results, use your critical thinking skills to evaluate to see if they are the expected values or if they make sense. You can also verify the results with a calculator or by copying and pasting data into Excel. Copyright © 2017 Pearson Education, Inc.

Objective 5: Create Expressions Using the Expression Builder In this section, the skill is: Use the Expression Builder Skills:  Use the Expression Builder Copyright © 2017 Pearson Education, Inc.

Create Expressions Using the Expression Builder The Expression Builder tool helps you to create more complicated expressions. The Expression Builder’s size enables you to easily see complex formulas and functions in their entirety. In addition, it provides easy access to objects, operators, and functions. Copyright © 2017 Pearson Education, Inc.

Objective 6: Use Built-In Functions In this section, the skill is: Calculate a Loan Payment with the Pmt Function Skills:  Calculate a Loan Payment with the Pmt Function Copyright © 2017 Pearson Education, Inc.

Use Built-In Functions Pmt function with arguments filled in A function is a predefined computation that performs a complex calculation. Functions produce results based on inputs. Each input used to produce output for a function is know as an argument. Many of the tasks that are built-in would otherwise be difficult to perform. There are about 150 functions built into Access. Copyright © 2017 Pearson Education, Inc.

Objective 7: Add Aggregate Functions to Datasheets In this section, the skill is: Display a Total Row for a Query Skills:  Display a Total Row for a Query Copyright © 2017 Pearson Education, Inc.

Add Aggregate Functions to Datasheets An aggregate function performs a calculation on an entire column of data and returns a single value. Some examples include Avg (Average), Count, Max (Maximum), Min (Minimum), and Sum. Access refers to aggregate functions as Totals. Two methods of adding aggregate functions are possible in Access. A Total row displays the results of the aggregate function as the last row in Datasheet view of a table or query. The other method is a totals query. Total row Copyright © 2017 Pearson Education, Inc.

Objective 8: Create Queries with Aggregate Functions In this section, the skills include: Create a Totals Query Add Grouping to a Totals Query Add Conditions to a Totals Query Add a Calculated Field to a Totals Query Skills:  Create a Totals Query  Add Grouping to a Totals Query  Add Conditions to a Totals Query  Add a Calculated Field to a Totals Query Copyright © 2017 Pearson Education, Inc.

Create Queries with Aggregate Functions Use to create a totals query in Design view A totals query contains an additional row in the query design grid and is used to display aggregate data when the query is run. This shows only the results of the aggregate functions and enables you to see statistics by category. Copyright © 2017 Pearson Education, Inc.

Create Queries with Aggregate Functions Group By in the Total row Grouping a query enables you to summarize the data by the values of a field. Complete the following steps to group a field: Add the field you want to group by to the query in Design view. Verify the Total row displays Group By for the added field. Copyright © 2017 Pearson Education, Inc.

Create Queries with Aggregate Functions Added condition A condition added to a totals query enables you to perform calculations on values that meet the conditions. For example, a condition for Yes for Sold Properties, would perform the aggregate functions only when the Sold Properties value is Yes. Copyright © 2017 Pearson Education, Inc.

Create Queries with Aggregate Functions Calculation Calculated fields can have aggregate functions applied to them. To apply an aggregate function to a totals query, complete the following steps: Create the calculation to summarize the data. Select the appropriate aggregate function from the menu in the Total row. Run the query. Aggregate function Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Summary The order of operations controls the order of calculation Format and verify calculated results Recover from common errors Use the Expression Builder and built-in functions to perform calculations Add aggregate functions to datasheets to summarize Use total queries with aggregate functions to summarize Expressions can contain a number of arithmetic operations that must be performed in the order of operations to obtain the expected and correct results. Be sure to format your results and check for common errors as you create calculations. The Expression Builder enables you to create complex expressions. Aggregate functions summarize data by providing grouping, conditions, and aggregate functions. Or create a totals query and then add grouping, conditions, and calculated fields to summarize data. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Questions ? Performing calculations and then summarizing data can be completed by using queries. Access queries can help you make decisions. Are there any questions? Copyright © 2017 Pearson Education, Inc.

Copyright Copyright © 2017 Pearson Education, Inc.