CPSC 203 Introduction to Computers T43, T46 & T68 By Jie (Jeff) Gao

11 October 2005CPSC 203 Tutorial by Jie Gao2 Queries in Access A query in Access is used to filter records and fields Only the fields and records which match the query are returned The data in a query’s view is from some table

11 October 2005CPSC 203 Tutorial by Jie Gao3 Create a Query Two ways: Wizard or Design View Query Wizard can only create simple queries such as select part of the fields to display Query Design View provides you the powerful interface to create various queries

11 October 2005CPSC 203 Tutorial by Jie Gao4 Query Design View Select tables as data source Select fields to display in the query: drag into a column in your query –Advanced: You can define new fields based on calculations of existing fields (like formulas in Excel) Set criteria –=, >, 7.5 –and, or, …, e.g. >=200 and <300

11 October 2005CPSC 203 Tutorial by Jie Gao5 Complex Queries Multiple criteria can be put into a query –Two criteria can be put on two fields –Two criteria can also be set on a single field AND OR

11 October 2005CPSC 203 Tutorial by Jie Gao6 Reports in Access A report is an object in Access used to present data in a printed format Data presented in a report is more understandable than the original data in tables You have control over the size and appearance of everything included in a report

11 October 2005CPSC 203 Tutorial by Jie Gao7 Create a Report Two ways in Access: Wizard or Design view It is easy to create a report in wizard, but only some predefined format Design view is more powerful, you can design the report style by yourself

11 October 2005CPSC 203 Tutorial by Jie Gao8 Using the Report Wizard Select –Tables (queries) and their fields to appear in the report –How to group the records if you have multiple fields selected (e.g. put all CPSC courses together) –How to order the records, and summaries for some fields –Layout –Style –Name (also the title in your report)

11 October 2005CPSC 203 Tutorial by Jie Gao9 Using the Report Design View Add fields on it Decide how to group Design headers and footers (report, page, group) Set font and size Background and colors ……

11 October 2005CPSC 203 Tutorial by Jie Gao10 Create a Good Report Maybe a good way: –First create in wizard –Then modify in design view Provide sufficient descriptions for the report –Title –Date –Description and comments

11 October 2005CPSC 203 Tutorial by Jie Gao11 Assignment 3 The three reports: 1.All fields and records in a report: you can create this directly from your data table 2.Employees who started after 01/01/94: you need a query to get the employee records, then create a report from the query 3.Employees who started after 01/01/94 and have a wage rate of more than 7: similar to 2, you need a query first Pay attention to the ordering requirements “After” and “More than” mean “>”