Microsoft Office XP Illustrated Introductory, Enhanced Tables and Queries Using

2Using Tables and Queries Unit B  Plan a database  Create a table  Modify a table  Format a datasheet  Understand sorting, filtering, and finding Objectives

3Using Tables and Queries Unit B  Sort records and find data  Filter records  Create a query  Modify a query Objectives

4Using Tables and Queries Unit B Planning a Database  The most important object in a database is the table object. –Tables store the raw data, the individual pieces of information stored in fields When designing a table, the fields of information and the type of data are identifiedWhen designing a table, the fields of information and the type of data are identified Some databases have multiple tables linked togetherSome databases have multiple tables linked together

5Using Tables and Queries Unit B Planning a Database (cont.)  Important planning items. –Determine purpose of database –Determine what reports need to be produced –Collect raw data –Sketch the structure of each table The data type determines what type of information you can enter in a fieldThe data type determines what type of information you can enter in a field

6Using Tables and Queries Unit B Planning a Database (cont.) Data types

7Using Tables and Queries Unit B Planning a Database (cont.) Example of a database structure

8Using Tables and Queries Unit B Planning a Database (cont.)  Choosing between the Text and Number data type. –Avoid selecting the Number data type for a telephone number or zip code field Use the Text data typeUse the Text data type Enter a phone number with letters, such as a 800 numberEnter a phone number with letters, such as a 800 number Able to sort zip codes alphabeticallyAble to sort zip codes alphabetically

9Using Tables and Queries Unit B Creating a Table  Methods for creating a table. –Import a table from another data source, such as a spreadsheet –Use the Table Wizard to create a table from scratch Provides interactive steps to create field names and data typesProvides interactive steps to create field names and data types Sample tables Sample fields

10Using Tables and Queries Unit B Creating a Table (cont.) Key symbol, which identifies a primary key A primary key is a special field that has unique information

11Using Tables and Queries Unit B Modifying a Table  Each database object has a Design View to modify its structure. –In the Design view of a table, you can add or delete fields, change field properties, and add field descriptions –Field properties are additional characteristics of a field such as its size or default value

12Using Tables and Queries Unit B Modifying a Table (cont.) Data type column Field description Symbol identifies selected field Field Properties pane

13Using Tables and Queries Unit B Modifying a Table (cont.)  Learning about field properties. –Properties are the characteristics that define the field –Two properties are required for each field: Field Name and Data Type Other properties include: Field Size, Format, Caption, and Default ValueOther properties include: Field Size, Format, Caption, and Default Value –Adding more properties to a field restricts the type and amount of data which increases data entry accuracy

14Using Tables and Queries Unit B Modifying a Table (cont.)  Learning about field properties (cont.) –The Caption property is used to override the field names with an easy- to-read caption on datasheets, forms, and reports –Access Wizards create tables that have field names without spaces

15Using Tables and Queries Unit B Formatting a Datasheet  Dramatically change the appearance of a datasheet. –Change fonts, colors, and gridlines Formatted table

16Using Tables and Queries Unit B Understanding Sorting, Filtering, and Finding  Datasheet records are automatically sorted according to the data in the primary key field. –Sorting is reorganizing records in either an ascending or descending order based on the contents of a field –Filtering is temporarily isolating a subset of records –Finding is locating a specific piece of data

17Using Tables and Queries Unit B Understanding Sorting, Filtering, and Finding (cont.) Sort, Filter, and Find buttons

18Using Tables and Queries Unit B Understanding Sorting, Filtering, and Finding (cont.) Records sorted in ascending order

19Using Tables and Queries Unit B Understanding Sorting, Filtering, and Finding (cont.) Sort Ascending button Sort Descending button Apply Filter or Remove Filter button Filtered by Rock category

20Using Tables and Queries Unit B Understanding Sorting, Filtering, and Finding (cont.)  Using wildcards. –Wildcards are symbols you use a substitutes for characters to locate data that matches your Find criteria –Wildcards include: The asterisk (*) represents any group of charactersThe asterisk (*) represents any group of characters The question mark (?) represents any single characterThe question mark (?) represents any single character The pound sign (#) represents a single digitThe pound sign (#) represents a single digit

21Using Tables and Queries Unit B Sorting Records and Finding Data Records are sorted in ascending order by title

22Using Tables and Queries Unit B Sorting Records and Finding Data (cont.) Search criteria Find the search criteria anywhere in the field Search direction

23Using Tables and Queries Unit B Sorting Records and Finding Data (cont.)  Using more than one sort field. –Primary sort field (last name) –Secondary sort field is used to further sort records when there is a tie in the primary sort field For example, two of the same last name (Smith)For example, two of the same last name (Smith) –Queries allow you to sort by more than one field

24Using Tables and Queries Unit B Filtering Records  Filtering the datasheet temporarily displays only those records that match criteria. –Criteria are rules limiting conditions you set –To filter for comparative data and to specify more complex criteria you must use the Filter By Form feature A comparison operator: equal to or greater thanA comparison operator: equal to or greater than

25Using Tables and Queries Unit B Filtering Records (cont.) Comparison operators

26Using Tables and Queries Unit B Filtering Records (cont.) Both records match the criteria Filter By Form button Filter By Selection button

27Using Tables and Queries Unit B Filtering Records (cont.)  Searching for blank fields. –The Is Null criteria will find all records where no entry has been made in the field –The 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

28Using Tables and Queries Unit B Creating a Query  A query is a database object that creates a datasheet of specified fields and records from one or more tables. –A query is like a filter but can be saved as a separate object unlike a filter –A query answers a question about the data in your database –A query is sometimes called a logical view of the data

29Using Tables and Queries Unit B Creating a Query (cont.)  Editing data in a query. –Changes the data in the underlying table just as if you were working directly in the table’s datasheet. –A query does not produce a duplicate set of data –A query displays the original table’s data in a new arrangement

30Using Tables and Queries Unit B Creating a Query (cont.) Design View button Query datasheet

31Using Tables and Queries Unit B Creating a Query (cont.) Datasheet View button Field list for query Query design grid Criteria cell for Category field

32Using Tables and Queries Unit B Creating a Query (cont.) Queries vs. filters

33Using Tables and Queries Unit B Modifying a Query  Use Query Design View to modify a query. –Define complex criteria, define multiple sort orders, and build calculation fields –To add fields to the query, drag the field from the filed list to the open position in the query design grid –Sort orders are evaluated from left to right

34Using Tables and Queries Unit B Modifying a Query (cont.) Drag fields from the Field list… …and drop them in the query design grid

35Using Tables and Queries Unit B Modifying a Query (cont.)  Understanding And and Or criteria. –Criteria placed on different rows of the query design grid are Or criteria A record may be true for either row of criteriaA record may be true for either row of criteria –Additional criteria in the same row in the query design grid is And criteria Records must meet the criteria for all of the criteria on one rowRecords must meet the criteria for all of the criteria on one row