Microsoft Access Lesson 5 Lexington Technology Center February 25, 2003 Bob Herring On the Web at

Microsoft Access Lesson 5

Lexington Technology CenterFebruary 25, 2003

Bob Herring

On the Web at www.lexington1.net/AdultEd/computer/microsoft_access.htm

Access Lesson 5Review of Thursday’s Lesson

• Designing Forms• Formatting Forms• ActiveX Controls• Creating Subforms

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Access Lesson 5Filtering by Form

• Access provides several ways to filter data• To select precise subsets of information, use Filter by Form

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• Click the Filter by Form button• A miniature of the table appears with blanks to enter selection criteria

Mini-Table

CriteriaTab 4

Access Lesson 5Filter Toolbar

NewObjectUndoPrint

LoadFromQuery

SpellCheck

Cut Paste

CloseFilter

Window

ApplyFilter

HelpDatabaseWindow

ClearGrid

SaveAs

Query

Copy

FormatPainter

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• Enter the search criteria in the form• Click the Apply Filter button

Like“*Manager*”

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• When the filter is applied, all contacts who have “Manager” anywhere in their title are displayed

FilterApplied

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• Mathematical criteria can also be applied

>100

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• When the filter is applied, all products with more than 100 units in stock are displayed

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Access Lesson 5Applying More than One Filter

• More than one criterion can be used in the filter• Add other criteria in the other blanks in the mini-table• This is the “AND” logical condition

>100Condiments

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Access Lesson 5Applying More than One Filter

• When the filter is applied, all condiments with more than 100 units in stock are displayed

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Access Lesson 5Using the “OR” Property

• Click the “Or” tab at the bottom of the window• This opens a new window with a new mini-table• Enter criteria as before

Grains/Cereals

OrTab 12

Access Lesson 5Using the “OR” Property

• When the filter is applied, all condiments with more than 100 units in stock and all grains/cereals products are displayed

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Access Lesson 5Advanced Filter/Sort

• For even more complicated sorting, select Records, then Filters, and choose Advanced Filter/Sort from the submenu

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• If a filter is currently in use, it will be shown in the window• Fields to be filtered are shown in columns• Filter conditions can be entered below the field name

>50

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• When the filter is applied, all condiments with more than 100 units in stock and all grains/cereals products with more than 50 units in stock are displayed

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Access Lesson 5What is a Query?

• A set of explicit specifications to tell Access exactly what information (and in what format) the user wishes to see • The result of a query is a dynaset, or dynamic subset of the records

• Example uses:

• View information from multiple tables sorted in a specific order• Perform many types of calculations on selected groups of records• Find and display duplicate or unmatched records• Update data, delete records, or append new records to a table• Create a new table with records from one or more tables

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Access Lesson 5Kinds of Queries

• Select Queries

• Simple Select: Displays information from one or more tables sorted in a specific order• Find Duplicate: Displays all records with duplicate values in one or more specified fields• Find Unmatched: Displays records in one table that have no related records in another table

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• Special Purpose Queries

• Parameter: Displays a dialog box to enter criteria for retrieving information• AutoLookup: Automatically fills in values in a new record• Crosstab: Calculates a sum or counts and groups its results in spreadsheet format to correlate the data with two types of information

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• Action Queries

• Update: Makes global changes to a group of records in one or more tables• Append: Adds a group of records from one or more tables to the end of one or more other tables• Delete: Removes a group of records from one or more tables• Make Table: Creates a new table from data from one or more tables

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• SQL-Specific Queries

• Union: Combines fields from one or more tables into one field in the result• Pass-Through: Sends commands to an ODBC server• Data-Definition: Creates or changes database objects in Access, SQL-Server, or databases on other servers• Subqueries: SQL SELECT or other server statements that form a SELECT query within another query

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Access Lesson 5Filters vs. Queries

• Use a filter when:• Working within one table• Working on a temporary subset of the table’s records

• Use a query when:• Records will come from more than one table• You will “ask the same question” again• You don’t want to have to open a table or form• You want an answer calculated from the data in the table(s)• You want to create a new table from the result

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Access Lesson 5Creating Queries

• In the “Queries” tab, click “New”

QueriesTab

New

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Access Lesson 5Simple Query Wizard

• To create a select query, choose the Simple Query Wizard• Click “OK”

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• Queries can include fields from more than one table

ProductsTable

ProductNameUnitsInStock

FieldsSuppliers

Table

CompanyNameField

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• Select the detail view if all fields will be shown• Summary is for fields with numbers that can be manipulated

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• Choose a name for the new query• Click “Finish”• Choose to open the query and view information

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• The completed query gathers the requested information from related tables and presents it in compact form

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Access Lesson 5Sorting Queries in Design View

• If the information isn’t sorted to the user’s liking, it can be resorted• Click the Design View button to see the query’s design• Set the correct sort in the sort row of the column that the query should be sorted by

Sort: Ascending

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Access Lesson 5Sorting Queries in Design View

• The query is resorted by Product Name, ascending

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Access Lesson 5Query Design Toolbar

HelpDatabaseWindow

BuildShowTable

RunPrintPreview

Save Copy

FormatPainter

TopValues

NewObjectUndoPrintView

SpellCheck

CutPaste

QueryType

Properties

Totals

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Access Lesson 5Setting Query Criteria

• Criteria may be built using the Expression Builder• This tool holds all the Tables and Queries, standard Access functions and common expressions, as well as buttons to add operators and logical statements

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• Click an operator button to enter it in the expression window• Click on field names or functions to put them in the window• Type other needed information using the keyboard

Like“B*”

Like“B*”

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• The effect of restricting products to those beginning with the letter “B”

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Access Lesson 5Crosstab Query

• To begin creating a crosstab query, create a simple query that contains the fields you want to include• Select the Simple Query Wizard and click “OK”

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• Move from table to table collecting the fields that will be included in the eventual crosstab query• A crosstab query must have at least four fields to work with

Products TableOrder DetailsTable

OrderTable

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• Continue to move through the query wizard

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• The completed select query

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• Begin a new query, and select Crosstab Query Wizard• Click “OK”

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• In this dialog box, select “Queries” and choose the new select query

Just-CreatedSelect QueryView

Queries

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• Select “ProductName” and CustomerID as Row Headings• Row headings provide the row data and the sort order

ProductNameCustomerID

RowHeadings

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• Use OrderDate as the Column Heading• The columns contain the time location of the data that will be tabulated

OrderDate

ColumnHeadings

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• Choose to view the results by quarter• Note that the column heading changes to quarters• The quarter data is obtained automatically from the OrderDate field

Quarter

ColumnHeadings

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• For the calculated part, choose “Sum”• This will sum up the orders by Product by Customer by Quarter

Sum

Sum(Quantity)

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• Choose a name for the new crosstab query• Click “Finish”• Choose to open the query and view information

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• The completed crosstab query shows each product and the quantity that each customer purchased, both in total and by quarter

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Access Lesson 5Find Duplicates Query

• Begin a new query, and select Find Duplicates Query Wizard• Click “OK”

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• Pick the fields likely to have duplicate entries

City

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• The completed query shows how many times each city appears in the customers table

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Access Lesson 5Unmatched Query

• Begin a new query, and select Find Unmatched Query Wizard• Click “OK”

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• Select two related tables where there might be unmatched records

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• Select two related tables where there might be unmatched records

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• Indicate which field links the two tables• Access attempts to do this automatically

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• Select all fields to be in the results

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• In this instance, no unmatched data is found• Referential integrity prevents unmatched data!

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Access Lesson 5Parameter Query

• Begin a new query, and select Design View• Click “OK”

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• Choose the table which will be searched

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• Insert the fields that will be shown in the query• In the “Criteria” line, enter the prompt in square brackets [ ]• Click the “Run” button

[EnterContactName]

Type thevalue to besearched for

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• The completed query finds the contact name and its related information

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Access Lesson 5Union Query

• A union query merges similar data into one field• Union Queries are created by writing SQL statements• Click the view button and choose SQL view

SQL View

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Access Lesson 5Union Query

• The SQL view shows the statements that comprise the query• All queries are really SQL statements; Access hides the details to make it easier for the user• Space can be saved in the database by writing SQL rather than saving queries

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Access Lesson 5Review

• Filter by Form• Using “And” and “Or” to Filter• Advanced Filter/Sort• Queries

• Select Queries• Query Criteria• Crosstab Queries• Find Duplicates Queries• Find Unmatched Queries• Parameter Queries• Union Queries

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Documents

Microsoft Access Lesson 5 Lexington Technology Center February 25, 2003 Bob Herring On the Web at