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Exploring MicrosoftAccess 2003
Chapter 3
Information From the Database: Reports and Queries
Objectives (1 of 2)
• Describe types of reports• Describe views in Report window• Describe similarities between forms
and reports with respect to controls• List sections in a report and explain
purpose• Differentiate between a query and
a table
Objectives (2 of 2)
• Use design grid to create and modify a query
• Explain multiple criteria rows and implement AND and OR conditions
• Define an action query• Create a crosstab query
Overview
• Information is data arranged in a useful format
• Convert data to information with queries and reports
• Understand concepts for reports and queries built on knowledge of tables and forms
Reports and Their Anatomy
• Columnar report vs. Tabular report• Report header & footer• Page header & footer• Group header & footer• Detail section• Report Wizard
Report View
Report Header
Page Header
Detail Section
Report Design View
Report Header
Page Header
Detail Section
Page footer
The Report Wizard
Hands-On Exercise 1
• Open Database
• Report Wizard
• Preview Report
• Modify Control
• Add Unbound Control
•Change Sort Order•View Report•Report Properties
Creating a Query
• Query
• Design grid
-Field, Table, Sort, Show, & Criteria
• Dynaset
Creating a Query
• Select query
• Query window views
- Datasheet view
- Design view
- SQL view
Creating a Query--Selection Criteria
• AND condition• OR condition• Relational operators• Between function• NOT function• Wild card
Creating a Select Query
Hands-On Exercise 2
• Open Database
• Add Students Table
• Create Query
• Specify Criteria
•Run the Query
•Modify Query
•Create a Report
•View the Report
Select Query Design View
table
criteria
Run button
Select Query Dynaset
The results of the queryare displayed as a dynaset
Grouping Records
• Use report anatomy to group records• Grouping allows calculations like:
- Count function- Sum function- Min function- Max function- Average function
Grouping Records
Hands-On Exercise 3
• Create the Query• Add a Calculated Control• Run, Modify, and Rerun the Query• The Report Wizard• Sorting and Grouping• Create the Group & Report Footers• View the Report
Crosstab & Action Queries
• Hands-On Exercise 4
• Create Make-Table Query• Create Delete Table Query• Create Append Table Query• Create Update Query• Check Progress• Create Crosstab Query
ActionQueries
Action Queries:
• Make-table query: Creates a table to hold information on graduating students.This information comes from the Students table.Graduating students are those students who have completed120 credits or more.
• Delete query:Removes graduating students from the Students table.
• Append query:Adds newly transferred students to the Students table. TheTransfers table holds information about new students.These students are added to the Students table using anAppend query.
•Update query: Sets the Financial Aid attribute to Yes for qualified Students who have a GPA of 3 or more are entitled to financial assistance.
Crosstab Queries:• Creates a crosstab query to generate a 'table' showing
Major by average GPA. This information is presentednicely by a crosstab query.
Join operation:
Select Fname, Lname, Dependent.NameFrom Employees, DependentsWhere Employees.SSN = Dependents.ESSN
Essn dependent_name ...
333445555 Alice
333445555 Theodore
333445555 Joy
987654321 Abner
123456789 Michael
123456789 Alice
123456789 Elizabeth
Relational algebra - Join
•Employees ssn=essn Dependents
fname minit … ssn
Franklin T … 333445555
Jennifer S … 987654321
John B … 123456789
fname minit ssn essn
Franklin T 333445555 333445555 Alice
Franklin T … 333445555 Theodore
Franklin T … 333445555 Joy
Jennifer S … 987654321 Abner
John B … 123456789 Michael
John B … 123456789 Alice
John B … 123456789 Elizabeth
Employees ssn=essn Dependents
...dependent_name
Outer Joins
•join - only matching tuples are in the result
•left outer join - all tuples of R are in the result regardless ...
•right outer join - all tuples of S are in the result regardless ...
•full outer join - all tuples of R and S are in the result regardless ...
R
R
R
R
S
S
S
S
Left Outer Joins
r1 r2B1=B2
a1 b1
a3 b3a2 b2
Cc1
c3null
a1 b1
a3 b3a2 b2
r1
b1 c1 C
b4 c4b3 c3
r2
r1 r2
a1 b1
a3 b3a2 b2
r1
b1 c1 C
b4 c4b3 c3
r2
a1 b1
null b4a3 b3
Cc1
c4c3
Right Outer Joins
B1=B2
Full Outer Joins
r1 r2
a1 b1
a2 b2
Cc1
a3 b3 c3null
B1=B2
null b4 c4
a1 b1
a3 b3a2 b2
r1
b1 c1 C
b4 c4b3 c3
r2
Chapter 3 Summary (1 of 2)
• Data refers to facts about a record• Information: data arranged in useful
format• Report prints and displays information
from a database• Reports created through Report Wizard• Reports: based on table or query
Chapter 3 Summary (2 of 2)
• Query selects information to display
• Grouping records in a field forsummaries
• Action queries modify records
• Crosstab queries display aggregated
• rather than individual records
Practice with Access
1. Our Students Database2. Employee Database3. The United States Database4. Bookstore Database5. Super Bowl Database6. Database Properties7. Action Queries8. The Switchboard Manager
Case Studies
• The United States of America
• The Super Bowl
• Mail Merge
• Compacting vs. Compressing