1. Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy
Mulbery|Krebs|Hogan|Cameron |Davidson|Lau|Lawson|Williams
Series Created by Dr. Robert T. Grauer

2. Exploring Access 2016 Chapter 3
In Chapter 3, you will create queries to perform calculations and summarize data. Access includes many built-in calculations and functions. Calculations appear commonly in queries, but can also be added to tables, forms, and reports.
Using Queries to Make Decisions
Perform Calculations and Summarize Data Using Queries
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Objectives
Create a Query with a Calculated Field
Format Calculated Results
Recover from Common Errors
Verify Calculated Results
The objectives for this chapter are:
Create a Query with a Calculated Field
Format Calculated Results
Recover From Common Errors
Verify Calculated Results
The objective list continues on the next slide.
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Objectives
Create Expressions Using the Expression Builder
Use Built-In Functions
Add Aggregate Functions to Datasheets
Create Queries with Aggregate Functions
Additional objectives for this chapter are:
Create Expressions Using the Expression Builder
Use Built-In Functions
Add Aggregate Functions to Datasheets
Create Queries with Aggregate Functions
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5. Objective 1: Create a Query with a Calculated Field
In this section, the skills include:
Understand the Order of Operations
Build Expressions
Skills:  Understand the Order of Operations  Build Expressions
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6. Create a Query with a Calculated Field
Order of operations:
Parentheses
Exponentiation
Multiplication
Division
Addition
Subtraction
The order of operations is a rule that controls the sequence in which arithmetic operations are performed. Some examples are given on Table 3.1 in your textbook.
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7. Create a Query with a Calculated Field
Field row of blank column
Because expressions can contain a number of different elements, creating expressions can be challenging. You can type them manually or use one of the tools that iare available in Access. To create a calculated field within a query, complete the following:
Open the query in Design view.
Click the Field row of blank column.
Type the desired expression.
Click Run in the Results group to display the results in Datasheet view.
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8. Objective 2: Format Calculated Results
In this section, the skill is:
Format Fields
Skills:  Format Fields
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9. Format Calculated Results
Property Sheet
Format options
Formatting the results of a calculated query makes the results more readable. You use the Property Sheet to change the way a field looks.
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10. Objective 3: Recover from Common Errors
In this section, the skill is:
Recognize and Correct Common Errors
Skills:  Recognize and Correct Common Errors
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11. Recover From Common Errors
Error message
There are a number of common errors that can occur when creating calculated fields. These include forgetting the colon between the column title and the formula, spelling field name incorrectly, or forgetting the order of operations. You will receive an error message or a prompt displays to enable you to make corrections.
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12. Objective 4: Verify Calculated Results
In this section, the skill is:
Evaluate Results
Skills:  Evaluate Results
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13. Verify Calculated Results
Results of a calculation copied into Excel
Access will calculate exactly what you tell it to calculate. When you see the results, use your critical thinking skills to evaluate to see if they are the expected values or if they make sense. You can also verify the results with a calculator or by copying and pasting data into Excel.
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14. Objective 5: Create Expressions Using the Expression Builder
In this section, the skill is:
Use the Expression Builder
Skills:  Use the Expression Builder
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15. Create Expressions Using the Expression Builder
The Expression Builder tool helps you to create more complicated expressions. The Expression Builder’s size enables you to easily see complex formulas and functions in their entirety. In addition, it provides easy access to objects, operators, and functions.
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16. Objective 6: Use Built-In Functions
In this section, the skill is:
Calculate a Loan Payment with the Pmt Function
Skills:  Calculate a Loan Payment with the Pmt Function
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17. Use Built-In Functions
Pmt function with arguments filled in
A function is a predefined computation that performs a complex calculation. Functions produce results based on inputs. Each input used to produce output for a function is know as an argument. Many of the tasks that are built-in would otherwise be difficult to perform. There are about 150 functions built into Access.
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18. Objective 7: Add Aggregate Functions to Datasheets
In this section, the skill is:
Display a Total Row for a Query
Skills:  Display a Total Row for a Query
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19. Add Aggregate Functions to Datasheets
An aggregate function performs a calculation on an entire column of data and returns a single value. Some examples include Avg (Average), Count, Max (Maximum), Min (Minimum), and Sum. Access refers to aggregate functions as Totals.
Two methods of adding aggregate functions are possible in Access. A Total row displays the results of the aggregate function as the last row in Datasheet view of a table or query. The other method is a totals query.
Total row
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20. Objective 8: Create Queries with Aggregate Functions
In this section, the skills include:
Create a Totals Query
Add Grouping to a Totals Query
Add Conditions to a Totals Query
Add a Calculated Field to a Totals Query
Skills:  Create a Totals Query  Add Grouping to a Totals Query  Add Conditions to a Totals Query  Add a Calculated Field to a Totals Query
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21. Create Queries with Aggregate Functions
Use to create a totals query in Design view
A totals query contains an additional row in the query design grid and is used to display aggregate data when the query is run. This shows only the results of the aggregate functions and enables you to see statistics by category.
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22. Create Queries with Aggregate Functions
Group By in the Total row
Grouping a query enables you to summarize the data by the values of a field. Complete the following steps to group a field:
Add the field you want to group by to the query in Design view.
Verify the Total row displays Group By for the added field.
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23. Create Queries with Aggregate Functions
Added condition
A condition added to a totals query enables you to perform calculations on values that meet the conditions. For example, a condition for Yes for Sold Properties, would perform the aggregate functions only when the Sold Properties value is Yes.
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24. Create Queries with Aggregate Functions
Calculation
Calculated fields can have aggregate functions applied to them. To apply an aggregate function to a totals query, complete the following steps:
Create the calculation to summarize the data.
Select the appropriate aggregate function from the menu in the Total row.
Run the query.
Aggregate function
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Summary
The order of operations controls the order of calculation
Format and verify calculated results
Recover from common errors
Use the Expression Builder and built-in functions to perform calculations
Add aggregate functions to datasheets to summarize
Use total queries with aggregate functions to summarize
Expressions can contain a number of arithmetic operations that must be performed in the order of operations to obtain the expected and correct results. Be sure to format your results and check for common errors as you create calculations.
The Expression Builder enables you to create complex expressions.
Aggregate functions summarize data by providing grouping, conditions, and aggregate functions. Or create a totals query and then add grouping, conditions, and calculated fields to summarize data.
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Questions ?
Performing calculations and then summarizing data can be completed by using queries. Access queries can help you make decisions. Are there any questions?
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27. Copyright
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