Microsoft
Access 2010
Chapter 2
Querying a Database
Objectives
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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
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Objectives
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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
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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.
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Project – Querying a Database
Read Project –
Querying a
database on pg.
74
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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!
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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
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Creating a Query in Design View
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Adding Fields to the Design Grid
• Do page 80-82 You can use the View button or the
Run button to see the results of a query.
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Using Saved Queries
• Easily change the layout to modify it for future
queries
• Can be easily printed
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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 83-86.. Call me over and let me see it.
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Using a Wildcard
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Parameter Query
• Sometimes we need to allow the user to enter
information which needs to be searched for.
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Creating and Viewing a Parameter Query
Build a parameter query.. Pg. 87-91
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Using a Compound Criterion
Involving AND
• AND – both criterion must be true (same row)
• OR – Either criterion must be true (different rows)
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Using a Compound Criterion
Involving OR
• Do pages 91-93
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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”)
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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
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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
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Creating a Top-Values Query
• This allows you to show only a specified number
of records (top 5, top 10, etc.)
• Do pages 96-100
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Joining Tables – do you need more than
one tables’ information?
Finding records in
two table that have
matching values.
See page 101
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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
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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.
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Joining Tables
Do pages
102-108
DO NOT
PRINT THE
REPORT!
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Creating a Form for a Query
• DO pages 109-110
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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 111-113
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Restricting the Records in a Join
• Do page 115
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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.)
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Using a Calculated Field in a Query
Do pages
116-119
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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 119-122
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Using Grouping
Grouping – creating
groups of records that
share some common
characteristic.
Do page 122-123
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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. 124-128
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What now?
• Homework
• Learn it Online –
• Labs
– In the Lab, Lab 3 – Philamar
Training DB – pg. 135
– Cases & places Case 1 –
Chamber of Commerce –
pg. 135-136
– Pg. 129- Who wants to be a
Computer Genius?
– Make sure you choose
Chapter 2
• BEFORE you can do the
– www.scsite.com/ac2010
labs for this chapter… you
– You can do a screen capture
better make REALLY sure
or print it.. But you get
what you get, got it?
that your tables are
corrected from ch. 1
• Test - TBD
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