1. Chapter 2 Querying a Database
Microsoft Access 2010
Chapter 2
Querying a Database

2. Objectives Create queries using Design view
Include fields in the design grid
Use text and numeric data in criteria
Save a query and use the saved query
Create and use parameter queries
Use compound criteria in queries
Sort data in queries
Querying a Database

3. Objectives Join tables in queries
Create a report and a form from a query
Export data from a query to another application
Perform calculations and calculate statistics in queries
Create crosstab queries
Customize the Navigation Pane
Querying a Database

4. Create folder for this chapter
Create a Ch. 2 folder under your Access folder in your home directory
Copy the Camashaly Design database from your chapter 1 folder to your chapter 2 folder to use it for our new projects.
Querying a Database

5. Project – Querying a Database
Read Project – Querying a database on pg. 74
Querying a Database

6. General Project Guidelines – for Queries
Identify the fields – which fields from which tables?
Identify restrictions – does the query include ALL records or a restricted group?
Determine whether special order is required – should you sort the data?
Determine whether more than one table is required – special items to take care of if items are from more than one table
Determine whether calculations are required – Group totals, individual totals, etc.
If data is to be summarized, determine whether a crosstab query would be appropriate – if data is to be grouped by 2 different types of information, a crosstab query will work great!
Querying a Database

7. Creating a Query in Design View
Open the Camashaly Design database in your chapter 2 folder.
Previously we used the query wizard, now we will create queries in Design view.
Click on the Create Ribbon, then on the Query Design button.
Add the Client Table (double click, or click then click add button)
Close the Show Table dialog box.
Resize the box so you can see all the fields
Querying a Database

8. Creating a Query in Design View
Querying a Database

9. Adding Fields to the Design Grid
Do page You can use the View button or the Run button to see the results of a query.
Querying a Database

10. Using Saved Queries
Easily change the layout to modify it for future queries
Can be easily printed
Querying a Database

11. Using a Wildcard
Wildcard – a symbol that represents any character or combination of characters
* - represents any collection of characters
? – represents any individual character
Do page Call me over and let me see it.
Querying a Database

12. Using a Wildcard
Querying a Database

13. Parameter Query
Sometimes we need to allow the user to enter information which needs to be searched for.
Querying a Database

14. Creating and Viewing a Parameter Query
Build a parameter query.. Pg
Querying a Database

15. Using a Compound Criterion Involving AND
AND – both criterion must be true (same row)
OR – Either criterion must be true (different rows)
Querying a Database

16. Using a Compound Criterion Involving OR
Do pages 91-93
Querying a Database

17. Special Criteria – pg. 94
Range of values for a single field – see example 1
BETWEEN operator – example BETWEEN 1000 and 4000
IN operator – IN followed by a list of values in parenthesis. For example IN (“11”, “14”)
Querying a Database

18. Sort Order What is the sort key?
Is there more than one sort key? (Major and Minor) Major sort field MUST appear to the left of the minor sort field in a query!
Are there any restrictions? One common restriction is to exclude duplicates. Another is to list only a certain # of records
Querying a Database

19. Clearing the Design Grid
Open the query in Design view
Click just above the column heading in the first column in the grid to select the column
Hold the SHIFT key down and click just above the last column heading to select all the columns
Press the DELETE key to clear the design grid
Now do pages 96-99
Querying a Database

20. Creating a Top-Values Query
This allows you to show only a specified number of records (top 5, top 10, etc.)
Do pages
Querying a Database

21. Joining Tables – do you need more than one tables’ information?
Finding records in two table that have matching values.
See page 101
Querying a Database

22. Joining Tables
Click the Query Design button (Create tab | Queries group) to create a new query
Add two related tables to the new query
Add the desired fields from each table to the query
Next slide
Querying a Database

23. Joining Tables
For the JOIN to happen properly… the fields have to be spelled EXACTLY alike, be the same data type, width, etc.
If you still don’t have a join line.. .create one yourself… I will show you how.
Querying a Database

24. Joining Tables Do pages 102-108 DO NOT PRINT THE REPORT!
Querying a Database

25. Creating a Form for a Query
DO pages
Querying a Database

26. Exporting Data to Excel
There are many times that others may need the data you have in your tables in some other format…either Word or Excel
We have already imported from Excel, now let’s export to excel.
There are steps here also to create a .rtf file or a regular text file.
Do pages
Querying a Database

27. Restricting the Records in a Join
Do page 115
Querying a Database

28. Using a Calculated Field in a Query
Is there something that you need to calculate on the fly? If so,
Choose a name for the calculated field
Determine the format for the calculated field (currency, # decimal places, etc.)
Querying a Database

29. Using a Calculated Field in a Query
Do pages
Querying a Database

30. Using Criteria in Calculating Statistics
There are some built-in statistics such as COUNT, SUM, MIN, MAX, STDEV, VAR, etc.
These are called aggregate functions – they perform mathematical functions against a group of records.
Do pages
Querying a Database

31. Using Grouping
Grouping – creating groups of records that share some common characteristic.
Do page
Querying a Database

32. Crosstab Queries
Crosstab queries calculate a statistic (sum, avg, count) for data that is grouped by 2 different types of information. One group will be horizontal and the other vertical (rows and columns)
Do pages
Querying a Database

33. What now? Homework Learn it Online – Labs
Pg Who wants to be a Computer Genius?
Make sure you choose Chapter 2
You can do a screen capture or print it.. But you get what you get, got it?
Labs
In the Lab, Lab 3 – Philamar Training DB – pg. 135
Cases & places Case 1 – Chamber of Commerce – pg
BEFORE you can do the labs for this chapter… you better make REALLY sure that your tables are corrected from ch. 1
Test - TBD
Querying a Database