1. Microsoft Office Access 2010 Lab 3
2016
Querying Tables and Creating Reports

2. Objectives Evaluate table design Modify relationships
Enforce referential integrity
Create and modify a simple query
Query two tables

3. Objectives Filter a query Find unmatched and duplicate records
Create a parameter query
Create reports from tables and queries
Display a Totals row

4. Objectives Modify a report design Select, move, and size controls
3-4
Objectives
Modify a report design
Select, move, and size controls
Change page margins
Preview and print a report
Compact and back up a database

5. 3-5
Refining the Database
Once created, analyze your database for efficiency.
There may be a better way to organize your table information
Is information repeated?
Are there any fields that need to be added?
Use the Access Table Analyzer to evaluate the design of your database
It is a good rule to thumb to analyze a database for efficiency
Use the Table Analyzer to determine if a table should be divided into smaller tables for efficiency
Note: To find out more about analyzing tables, students can look up database normalization on the web

6. Evaluating Table Design
3-6
Evaluating Table Design
Data should be in the smallest unit possible in a database
For example, first name and last name should be two separate fields
A field called NAME that includes both a first and last name is not as efficient

7. Concept Preview
Query
Join
Query Criteria
Report

8. Concept 1 Queries are based on tables Five types of queries
Query
A query is a request for specific data contained in a database
Used to
view data in different ways
analyze date
Change existing data
Queries are based on tables
Five types of queries
A query is a request for specific data contained in a database.
Queries are used to view data in different ways, analyze data and even to change existing data.
Because queries are based on tables, you also can use query as the source for forms and reports.

9. Types of Queries
Select - Retrieves the specific data you request from one or more tables, then displays the data in a query datasheet in the order you specify
This is the most common type of query
Crosstab - Summarizes large amounts of data in an easy-to-read, row-and-column format
Parameter - Displays a dialog box prompting you for information, such as criteria for locating data. For example, a parameter query might request the beginning and ending dates, then display all records matching dates between the two specified values
Action - Makes changes to many records in one operation.
There are four types of action queries:
A make-table query creates a new table from selected data in one or more tables
An update query makes update changes to records, such as when you need to raise salaries of all sales staff by 7 percent
An append query adds records from one or more tables to the end of other tables.
A delete query deletes records from a table or tables
SQL- Created using SQL (Structured Query Language), an advanced programming language used in Access

10. Concept 3 Five types of queries
Query Criteria
Expressions that are used to restrict the results of a query to display only records that meet certain limiting conditions
Uses compound criteria
AND operator
OR operator
Five types of queries
A query is a request for specific data contained in a database.
Queries are used to view data in different ways, analyze data and even to change existing data.
Because queries are based on tables, you also can use query as the source for forms and reports.

11. 3-11
Specifying Criteria
A criteria expression will select only records that meet certain limiting criteria
Criteria can be entered in the Criteria row of the query in Design View
Not necessary to enter = (equal to)
Character strings are automatically enclosed in quotation marks
To instruct the query to locate records meeting multiple criteria, you use a compound criterion
The AND or OR criterion is used to specify multiple conditions that must be met for the records to display in the datasheet
The AND operator narrows the search, because a record must meet both conditions to be included. This condition is established by typing the word “and” in a field’s Criteria cell as part of its criteria
expression
The OR operator broadens the search, because any record meeting either condition is included in the output

12. Concept 2
Join
An association between a field in one table or query and a field in another table or query
Must have at least one common field
Fields must be the same data type
Used to bring information from different tables together
Joins are what make relational databases so powerful
Join is an association
Based on relationships that have already been established
A join line between the field lists identifies the fields of the relationship
What is the difference between a relationship line and a join line ?

13. 3-13
Basic Types of Joins

14. Concept 4 Professional-appearing output Can create …
Report
Professional-appearing output
Generated from tables or queries
Includes groups and summary information
Can create …
Formatted labels
Report titles
Headings
Design styles, layouts, and graphics
First decide what information you want to appear in the report
Next determine the tables or queries that are needed
A report is printed output generated from tables or queries:
Can create a simple listing of all the fields in a table
Can be a list of selected fields based on a query
Can group data in reports to achieve specific results
You can then display summary information, such as totals, by group to allow the reader to further analyze the data

15. Methods for Creating Reports
3-15
Methods for Creating Reports
The method used depends on the type of report you need to create

16. Report Design Window Sections
3-16
Report Design Window Sections
Elements of a report in design view

17. Stop Here