XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 Analyzing Data For Effective Decision Making Chapter 3 “The human problems which I deal with every day—concerning employees as well as customers—are the problems that fascinate me, that seem important to me.” —Hortense Odlum

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 2 Level 3 Objectives: Exploring Advanced Queries and Queries Written in Structured Query Language Calculate and restructure data to improve analysis Examine and create advanced types of queries Make decisions in a query using the immediate IF (IIF) function Develop queries using SQL

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 Analyzing Query Calculations Crosstab queries  Special type of totals query  Performs aggregate function calculations on values of one database field  Determine exactly how summary data appears in results  Calculate and restructure data Analyze it more easily  Work especially well with time-series data

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Creating a Crosstab Query To create use  Crosstab query wizard Often need to create query first  Or design view Start with select query that includes numeric values or summary calculations

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 Crosstab Field Settings

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 Modifying Data Using Queries Action queries  Modify data in table  Add records to or delete records from table  Create new table Backup data before using action query

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Access Action Queries

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 Process for Archiving Data

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 Archiving Data with Make-table Queries Make-table query  Creates table from some or all of the fields and records in existing table or query  Access does not delete selected fields and records from existing table

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 Adding Records to Tables with Append Queries Append query  Select records from one or more tables by setting criteria  Add those records to end of another table  Selected records also remain in original tables  Table to which records added must already exist  Also use to bring data from another source into database

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 Removing Records from Tables with Delete Queries Delete query  Removes information from table  Based on specified criteria  All records meeting criteria permanently removed from table Create select query first  Convert to delete query Cascading deletes

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 Updating Data with an Update Query Update query  Changes values of data in one or more existing tables  Create select query first Change type to update query

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 Making Decisions in Queries IF statement  Tests condition  Takes one action if condition true  Takes another action if condition false IIF function  Make if decision  Format IIF(condition to test, what to do if true, what to do if false)

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 Customizing Queries Using Structured Query Language Access designed as database management system (DBMS) for  Small businesses  Or departments within large businesses Structured query language  Common query language of most DBMSs  Use to query, update, and manage relational databases Create query in design view  Access translates entries and criteria into SQL statements

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 Customizing Queries Using Structured Query Language (continued) View statements by switching from Design view to SQL view SELECT statement defines  What data query should retrieve from database  How it should present data

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 Exploring the Components of an SQL Query Keywords  Use to construct SQL statements Most developers place each statement on separate line  To make SQL code easy to read

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 17 Common SQL Keywords

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 18 Level 3 Summary Action queries  Make new tables  Append data  Delete data  Update data IFF function SQL  Use SQL view to edit SQL directly

XP Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 Chapter Summary Queries retrieve data from one or more tables  Action queries update data  Perform calculations  Make decisions using IFF function SQL  Used to interact with relational databases  Use SQL view to view/edit SQL statements generated by Access