Microsoft Office Illustrated Introductory, Premium Edition Using Tables and Queries

2  Organize fields  Plan related tables  Create a table  Modify a table  Format a datasheet Objectives

3Using Tables and Queries Objectives  Understand sorting, filtering, and finding  Sort records and find data  Filter records  Create a query  Modify a query

4Using Tables and Queries Organizing Fields  Design the reports that you want the database to produce  Collect the raw data that is required to produce the reports  Identify a name and data type for each field

5Using Tables and Queries Creating Fields  Select a short but descriptive field name  Select the appropriate data type  Add field descriptions and properties as needed

6Using Tables and Queries Choosing the right Data Type Data Type: sample fields  Text: FirstName, Zip, Phone  Memo: Comment, Note  Number: Quantity, Units  Date/Time: BirthDate

7Using Tables and Queries Choosing the right Data Type Data Type: sample fields  Currency: Price, Tax  AutoNumber: CustomerID  Yes/No: Veteran, Exempt  OLE Object: Photo, Resume  Hyperlink: HomePage,

8Using Tables and Queries Choosing between the Text and Number Data Type  Choose Text for Telephone, ZipCode, etc. fields that contain numbers but do not represent numerical values  Text preserves leading zeros such as a zip code  Text allows you to use the Input Mask property to control data entry

9Using Tables and Queries Planning Related Tables  Separate the fields into specific subject areas  Create sample records and examine the entries  Identify a primary key field for each table  Identify a common field to link tables in a one-to-many relationship

10Using Tables and Queries One-to-Many Relationship 1 many

11Using Tables and Queries Planning Related Tables  The field on the “one” side of the relationship is usually the primary key field for that table  The field on the “many” side of the relationship is called the foreign key field for that table

12Using Tables and Queries Creating a Table Methods:  Database Wizard  Table Wizard  Table Design View  Importing data

13Using Tables and Queries Modifying a Table Required Entries for a new field:  Field Name  Data Type Optional Entries for a new field:  Description  Property Changes

14Using Tables and Queries Modifying a Table Field Names Data Types Properties

15Using Tables and Queries Formatting a Datasheet Formatting (Datasheet) Toolbar Font Size Bold Italic Font/ Fore Color Line/ Border Color Grid- lines Special Effects Underline Fill/ Back Color

16Using Tables and Queries Understanding Sorting, Filtering, and Finding  Sorting: reorganizing records in an ascending or descending order based on a field  Filtering: isolating a subset of records  Finding: locating a specific piece of data

17Using Tables and Queries Sorting, Filtering, and Finding Table Datasheet Toolbar Sort Ascending Sort Descending Filter By Selection Filter By Form Add or Remove Filter Find

18Using Tables and Queries Find and Replace Options  Find What  Look In  Match  Search  Match Case

19Using Tables and Queries Wildcards  Asterisk (*) = any group of characters  Question mark (?) = any single character  Pound sign (#) = any single number digit

20Using Tables and Queries Sorting Records  Primary sort field  Secondary sort field  Telephone book example –LastName = Primary sort field –FirstName = Secondary sort field –Middle Initial = Third sort field

21Using Tables and Queries Finding Data Search Criterion Search Options Find and Replace dialog box

22Using Tables and Queries Filtering Data Apply Filter buttonClear Filter button Wildcard asterisk character is used Greater than or equal to operator is used Filter by Form window

23Using Tables and Queries Comparison Operators

24Using Tables and Queries Searching for Blank fields  Is Null criteria will find all records where no entry has been made in the field  Is Not Null criteria will find all records where there is any entry in the field, even if the entry is 0  Primary key fields cannot have a null entry

25Using Tables and Queries Creating a Query Methods:  Simple Query Wizard  Query Design View Methods

26Using Tables and Queries Query Design View Field Lists Query grid identifies fields in query Criteria to limit records

27Using Tables and Queries Queries versus Filters

28Using Tables and Queries Modifying a Query  Change sort orders  Add AND criteria (two criterion on the same row)  Add OR criteria (two criterion on different rows)  Add or remove fields from the query grid

29Using Tables and Queries Summary  Build tables to store data  Use Table Design View to define the fields of your tables  Use table and query datasheets to view, sort, filter, and find data  Create queries to answer “questions” about your data