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1 Shelly Cashman: Microsoft Access 2019 Module 2: Querying a Database -1-

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Page 1: Shelly Cashman: Microsoft Access 2019

1

Shelly Cashman: Microsoft Access 2019

Module 2: Querying a Database

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Page 2: Shelly Cashman: Microsoft Access 2019

Objectives (1 of 2)

• 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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Page 3: Shelly Cashman: Microsoft Access 2019

Objectives (2 of 2)

• 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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Page 4: Shelly Cashman: Microsoft Access 2019

Introduction

• A database system stores data and has the ability to find answers to questions related to the data

• Query is a question you pose to Access or any other database management system

• To find the answer to a question, we first create a query using techniques illustrated in this module

• Then you instruct Access to run the query

• Access performs the necessary steps to obtain the answer and display it in Datasheet view

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Page 5: Shelly Cashman: Microsoft Access 2019

Project—Querying a Database (1 of 4)

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Tables in CMF Vets database:

Page 6: Shelly Cashman: Microsoft Access 2019

Project—Querying a Database (2 of 4)

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Page 7: Shelly Cashman: Microsoft Access 2019

Project—Querying a Database (3 of 4)

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Page 8: Shelly Cashman: Microsoft Access 2019

Project—Querying a Database (4 of 4)

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Page 9: Shelly Cashman: Microsoft Access 2019

Creating Queries (1 of 18)

•To Add Records to the Database• (Optionally we can import the tables into CMF Vets) • Open the database (CMF Vets)• Open the tables (Owners, Patients, Veterinarians) in

Datasheet view, then close the Navigation Pane• Click an open cell below the last record • Enter the data for Owners

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Page 10: Shelly Cashman: Microsoft Access 2019

Creating Queries (2 of 18)

•To Add Records to the Database (Continued)

• Enter the data for Patients

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Page 11: Shelly Cashman: Microsoft Access 2019

Creating Queries (3 of 18)

•To Add Records to the Database (Continued)

• Enter the data for Veterinarians

• Close the tables (Owners, Patients, Veterinarians)

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Page 12: Shelly Cashman: Microsoft Access 2019

Creating Queries (4 of 18)

•To Create a Query in Design View

• Query Design method has more options for creating queries

• Click the “Shutter Bar Open/Close Button” to close the Navigation Pane

• Click Create on the ribbon to display the Create tab

• Click Query Design button (Queries grp) to create a new query

• Click the table (Appointments) to add to the query

• Click the Add button to add the selected table to the query

• Click the Close button to remove the dialog box from the screen

• Drag the lower edge of the field list down far enough so all fields in the table appear

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Page 13: Shelly Cashman: Microsoft Access 2019

Creating Queries (5 of 18)

• To Add Fields to the Design Grid

• Double-click each field (from Veterinarian to Owner: 6 fields)

• Only fields added are included in the query results

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Page 14: Shelly Cashman: Microsoft Access 2019

Creating Queries (6 of 18)

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Page 15: Shelly Cashman: Microsoft Access 2019

Creating Queries (7 of 18)

• When using queries we usually look for records that satisfy some criterion (e.g. show information for Dr. Gomez)

• Without a criterion or criteria, Access will show all records

• To Use Text Data in a Criterion• Click the Criteria row for the field (Veterinarian) to produce an

insertion point

• Type the criterion (G01)

• Click the Run button (Design tab | Results grp) to run the query

• Click the Save button on the Quick Access Toolbar to display the Save As dialog box

• Type the name of the query (“m02q01”)

• Click the OK button (Save As dialog box) to save the query

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Page 16: Shelly Cashman: Microsoft Access 2019

Creating Queries (8 of 18)

• Wildcards are symbols that represent any character or combination of characters

• Asterisk (*) – any collection of characters

• Question mark (?) – any individual character

• To Use a Wildcard• The following steps modify an existing query to use * wildcard to find

out how many owners live in Utah.

• Open the Query (Owners) in Design view

• If necessary, click the Criteria row below the desired field (Owner State) to produce an insertion point

• If necessary, delete the current entry

• Type the criterion containing the wildcard character (U*)

• Click Run button (Design tab | Results grp) to run the query

• Click File->Save As->Save As Object->Save Object As->Save As (m02q02)-16-

Page 17: Shelly Cashman: Microsoft Access 2019

Creating Queries (9 of 18)

• To Use Criteria for a Field Not Included in the Results• With the desired query (Owners Query) open, click the Show

check box to remove the check mark for a field (Owners Postal Code) containing criteria

• Type the criterion (813*) and run the query

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Page 18: Shelly Cashman: Microsoft Access 2019

Creating Queries (10 of 18)

• A parameter query allows us to specify the criterion at run time so we don’t need to create a new query or change an existing query

• To Create and View a Parameter Query• Open the query (Owners) in Design view

• Click in the Criteria cell for a field (Owner State) and enter a parameter query using brackets ([Enter a State], for example)

• Run the query

• Save the query

File -> Save As

-> Save Object As

-> Save Object As

-> Save As

(Owner-State Query)

-> OK -18-

Page 19: Shelly Cashman: Microsoft Access 2019

Creating Queries (11 of 18)

• To Use a Parameter Query• Open the Navigation Pane

• Right-click on the query (Owner-State Query) to produce a shortcut menu

• Click Open on the shortcut menu and display the Enter Parameter Value dialog box

• Type desired information

• Click OK

• Close the query

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Page 20: Shelly Cashman: Microsoft Access 2019

Creating Queries (12 of 18)

• To Use a Number in a Criterion• Close the navigation Pane

• Click Create on the ribbon to display Create tab

• Click the Query Design button (Queries group) to create a new query

• Click the table (Treatment Cost) you wish to add to the query

• Click the Add button to add the selected table to the query

• Click the Close button to remove the dialog box from the screen

• Add the desired fields (Treatment Number, Treatment, Animal Type, Cost) to the query

• Add a numeric criterion (25) for a numeric field (Cost)

• Run the query

• Save the query as m02q03

• Close the query -20-

Page 21: Shelly Cashman: Microsoft Access 2019

Creating Queries (13 of 18)

• If you want a query to return something other than an exact match, you must use an appropriate comparison operator

• To Use a Comparison Operator in a Criterion• Create a query using Query Design [Create tab | Queries grp]

• Add the table (Appointments)

• Include the fields (Appointment Date, Appointment Time, Treatment Number, Veterinarian, Patient ID)

• Enter the criterion with a comparison operator (>6/30/2021) for the field (Appointment Date)

• Run the query

• Save the query as m02q04

• Close the query

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Page 22: Shelly Cashman: Microsoft Access 2019

Creating Queries (14 of 18)

Figure 2-25: display of a comparison operator-22-

Page 23: Shelly Cashman: Microsoft Access 2019

Creating Queries (15 of 18)

• When searching date using more than one criterion, we call it a compound criterion

• AND / OR are used to create a compound criterion

• To Use a Compound Criterion Involving AND

• Starts a new query [Create tab | Queries grp | Query Design] using the Appointments table

• Include the fields (Appointment Date, Appointment Time, Treatment Number, Veterinarian, Owner)

• Add the criteria for two fields in the same row (Criteria row) (Appointment Date = “>06/30/2021”, Veterinarian = “B01”)

• Run the query

• Save the query as m02q05

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Page 24: Shelly Cashman: Microsoft Access 2019

Creating Queries (16 of 18)

• Figure 2-27: display of AND criteria on the same row-24-

Page 25: Shelly Cashman: Microsoft Access 2019

Creating Queries (17 of 18)

• To Use a Compound Criterion Involving OR

• Open the query (m02q05) in Design view [Home tab | Views grp | View]

• Add criterion (>6/30/2021) for one field (Appointment Date) to the Criteria row

• Add criterion (B01) for another field (Veterinarian) in the or row (the row below the Criteria row)

• Run the query

• Save the query as m02q06

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Page 26: Shelly Cashman: Microsoft Access 2019

Creating Queries (18 of 18)

• If you wan to create a criterion involving a range of values in a single field, use the following three operators

• Special Criteria• AND operator

-E.g. Cost: >=20 AND =35

• BETWEEN operator-E.g. Date: BETWEEN 1/10/2021 AND 10/25/2021

• IN operator-E.g. State: IN (‘CO’, ‘UT’)

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Page 27: Shelly Cashman: Microsoft Access 2019

Sorting (1 of 6)

• Instead of creating a new query for a table from scratch, you can also do it by clearing the grids of an existing query for that table

• To Clear the Design Grid

• Open the query (m02q06) in Design view

• Click just above the column heading in the first column (Appointment Date) in the grid to select the column

• Hold the SHIFT key down and click just above the last column heading (Owner) to select all the columns

• Press the DELETE key to clear the design grid

• You can create a new query if needed

• Close the query without saving the changes

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Page 28: Shelly Cashman: Microsoft Access 2019

Sorting (2 of 6)

• To Import a Table• Open the desired database (Support_AC_CMF_Vets Extra Tables)

and then click the External Data tab. Both databases are now open in Access

• In the database you want to import to (CMF Vets), Click the “New Data Source” button [Import & Link group]

• Click From Database in the New Data Source Menu, and then click Access to display a dialog box

• Click the Browse button and navigate to your storage location for the file (Support_AC_CMF_Vets Extra Tables) and click Open button

• If necessary, click the “Import tables, queries, forms, reports, macros, and modules into the current database” option button

• Click OK, to display Import Objects dialog box and select the table to import (Veterinarian Vendors), and click OK

• Close the dialog box without saving the import steps• Confirm the table is a table object in the Navigation Pane

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Page 29: Shelly Cashman: Microsoft Access 2019

Sorting (3 of 6)

• To sort the query results you need to specify the sort key

• The following steps sort the costs in the Treatment Cost table

• To Sort Data in a Query• Create a new query (Query Design) based on the Treatment

Cost table

• Include the fields (Treatment, Cost)

• Click the Sort row below the field (Cost) you wish to sort, and then click the Sort row arrow to display a menu of possible sort orders

• Click the desired sort order (Ascending)

• Run the query

• Save the query as m02q07-29-

Page 30: Shelly Cashman: Microsoft Access 2019

Sorting (4 of 6)

• To Omit Duplicates• Open the query (m02q07) in Design view

• Click an empty field (to the right of Cost) in the design grid

• Click the Property Sheet button [Design tab | Show/Hide group] to display the property sheet

• Click the Unique Values property box, and then click the arrow that appears to produce a list of available choices

• Click Yes and then close the Query Properties property sheet by clicking the Property Sheet button a second time

• Run the query

• Save and close the query

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Page 31: Shelly Cashman: Microsoft Access 2019

Sorting (5 of 6)

• To Sort on Multiple Keys• Create a new query based on the Treatment Cost table

• Add fields such that the major key field (Animal Type) will be added before the minor key field (Cost): Treatment Number, Treatment, Animal Type, and Cost

• Select a sort order in the Sort column for multiple fields (Animal Type, Cost: Ascending)

• Run the query

• Save the query as m02q08

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Page 32: Shelly Cashman: Microsoft Access 2019

Sorting (6 of 6)

• Creating a top-value query allows us to restrict the number of records that appear in the query results

• To Create a Top-Values Query• Open the query (m02q08) in Design view

• Click the Return arrow [Design tab | Query Setup group] to display the Return menu

• Click an option (5) corresponding to the number of records you wish to return

• Run the query

• Save the query as m02q09

• Close the query

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Page 33: Shelly Cashman: Microsoft Access 2019

Joining Tables (1 of 5)

• If a query involving data from more than one table, we need to join the tables

• The tables must have identical values in matching fields

• For example you want to a query that shows the appointment dates (from the Appointments table) along with the cost of the treatment and animal type (from the Treatment Cost table)

• See Appointments table and Treatment Cost table on pg. 5 and pg. 8

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Page 34: Shelly Cashman: Microsoft Access 2019

Joining Tables (2 of 5)

• To Join Tables• Click the Query Design button to create a new query

• Add two related tables to the new query (Appointments, Treatment Cost)

• Add the desired fields from each table to the query (Appointment Date, Treatment, Animal Type, and Cost)

• Select Ascending as the sort order for the picked fields (Appointment Date, Treatment)

• Run the query

• Click Save button on the Quick Access Toolbar

• Save the query as Appointments and Treatments

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Page 35: Shelly Cashman: Microsoft Access 2019

Joining Tables (3 of 5)

• By default a joint query shows records that match all query conditions. To show results that partially match the conditions we need to change the query properties.

• To Change Join Properties• Open the query (Appointments and Treatments) in Design view

• Right-click the join line to produce a shortcut menu

• Click Join Properties on the shortcut menu to display the Join Properties dialog box

• Click option 3 to include all records from the Treatment Cost table and only those records from Appointments where the joint fields are equal

• Run the query

• Save the query (Save button | Quick Access Toolbar)

• Close the query -35-

Page 36: Shelly Cashman: Microsoft Access 2019

Joining Tables (4 of 5)

• We can create a report based on a query that joins two or more tables (we used to create a report based on a table)

• To Create a Report from a Query• Open the Navigation Pane, and then select the desired query

in the Navigation Pane (Appointments and Treatments)

• Click the Report Wizard button to display the Report Wizard dialog box [Create tab | Reports group]

• Add the desired fields (All Fields, Click >>) to the query

• Click Next to display Report Wizard screen (3 times)

• Make sure Tabular and Portrait are selected, Click Next

• Type Appointments and Treatments Report as the title

• Click the Finish button to produce the report

• Close the report

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Page 37: Shelly Cashman: Microsoft Access 2019

Joining Tables (5 of 5)

• To Print a Report• With the desired report (Appointments and Treatments

Report) selected in the Navigation Pane, click FILE on the ribbon to open the Backstage view

• Click the Print Tab in the Backstage view to display the Print gallery

• Click the Quick Print button to print the report

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Page 38: Shelly Cashman: Microsoft Access 2019

Creating a Form for a Query

• To Create a Form for a Query

• Select the query (Appointments and Treatments) in the Navigation Pane

• Click the Form button [Create tab | Forms group] to create a simple form

• Save the form as “Appointments and Treatments Form”

• Click “OK” and close the form

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Page 39: Shelly Cashman: Microsoft Access 2019

Exporting Data From Access to Other Applications (1 of 3)

• To Export Data to Excel• Click the desired query (Appointments and Treatments) in the Navigation

Pane to select it• Click External Data tab -> Export group -> Excel button to display the

“Export - Excel Spreadsheet” dialog box• Click the Browse button (Export - Excel Spreadsheet dialog box) to display

the File Save dialog box• Navigate to the location (OneDrive) to save the exported file (as Excel

Workbook-“Appointments and Treatments”)• Click OK button (Export-Excel Spreadsheet dialog box) to export the data• Click the “Save export steps” check box (Export - Excel Spreadsheet dialog

box) to display the Save Export Steps options• Type the desired name (Export-Appointments and Treatments) for the

steps in the Save As text box• Click the Save Export button (Export - Excel Spreadsheet dialog box) to

save the export steps-39-

Page 40: Shelly Cashman: Microsoft Access 2019

Exporting Data From Access to Other Applications (2 of 3)

• To Export Data to Word

• Click the desired query (Appointments and Treatments) in the Navigation Pane to select it

• Click the More button (External Data tab—Export Group), then click Word to display the Export-RTF dialog box

• Navigate to the location (OneDrive) in which to save the file and assign a file name (Appointments and Treatments.rtf)

• Click the Save button and then OK to export the data

• Save the export steps if you want, or just click Close without saving the export steps

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Page 41: Shelly Cashman: Microsoft Access 2019

Exporting Data From Access to Other Applications (3 of 3)

• To Export Data to a Text File• Click the desired query (Appointments and Treatments) in the

Navigation Pane to select it• Click the Text File button (External Data tab—Export Group) to

display Export-Text File dialog box

• Select the location (OneDrive) and name (Appointments and Treatments.txt) for the file to be created

• If you need to preserve formatting and layout, be sure the “Export data with formatting and layout” check box is checked, then click OK

• To create a delimited file, select the Delimited option button and choose your delimiter, then click Next

• To create a fixed-width file, select the Fixed Width option button, and review the position of the vertical lines, then click Next

• Click Finish to export the data• Save the export steps if you want, or simply click Close

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Page 42: Shelly Cashman: Microsoft Access 2019

Adding Criteria to a Join Query

• To Restrict the Records in a Join

• Open the query containing a join (Appointments and Treatments) in design view

• Type the criterion (>10) for the desired field (Cost)

• Run the query

• Close the query without

saving the changes

• The above steps modify

the query to produce

a result containing

records whose cost is

greater than $10

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Page 43: Shelly Cashman: Microsoft Access 2019

Calculations (1 of 5)

• A field calculated from other fields is called a calculated field

• To Use a Calculated Field in a Query – Individual Record Calculation• Create a query (Query Design) using Veterinary Vendors table• Add fields (Vendor Name, State, Veterinary Supply, Quantity,

Cost)• Right-click the Field row in the first open column in the design

grid to display a shortcut menu• Click Zoom on the shortcut menu to display the Zoom dialog box• Type the calculation (Total Cost: [Quantity]*[Cost]) in the Zoom

dialog box • Click the OK button (Zoom dialog box) to enter the expression• Run the query• Don’t close / save the query yet

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Page 44: Shelly Cashman: Microsoft Access 2019

Calculations (2 of 5)

• To Change a Caption in a Query

• Open the (previously created) query in Design view

• Click the field (Quantity) in the design grid to which you wish to add the caption, and then click the Property Sheet button [Design tab | Show/Hide group] to display the properties for the field

• Click the Caption box, and then type the desired caption (“Vendor Quantity”)

• Repeat the above two steps for Cost field, and change its caption to “Vendor Cost”

• Close the property sheet by clicking the Property Sheet button a second time

• Run the query

• Save the query as m02q10 and close it -44-

Page 45: Shelly Cashman: Microsoft Access 2019

Calculations (3 of 5)

• To Calculate Statistics – Group Calculation

• Create a query (Query Design) using Veterinary Vendors table

• Click the Totals button [Design tab | Show Hide group] to include the Total row in the design grid

• Add the field (Cost) for which you wish to total

• Click the Total row for the added field (Cost)

• Click the Total arrow to display the Total list

• Select the desired calculation (Avg) for Access to perform

• Run the query

• Don’t close / save the query yet

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Page 46: Shelly Cashman: Microsoft Access 2019

Calculations (4 of 5)

• We use criteria when we only need to perform calculation for some records

• To Use Criteria in Calculating Statistics

• Return to the previous query in design view

• Add a field (Vendor Name) to the query containing statistics for which you wish to add criteria

• Click the Total row in the desired column (Vendor Name)

• Click the Total arrow for the added field to produce a Total list

• Click Where

• Type the criterion (San* for Sanchez Supplies) in the Criteria row

• Run the query

• Save the query as m02q11 (Don’t close it, yet)-46-

Page 47: Shelly Cashman: Microsoft Access 2019

Calculations (5 of 5)

• Statistics are often calculated for groups of record (grouping) which means creating groups of records that share some common characteristic

• To Use Grouping

• Return to the Design view (m02q11)

• Clear the design grid

• Add Vendor Name and Cost to query

• Select Group By in the Total row for

the field (Vendor Name) used for

grouping

• Select Avg in the Total row for the Cost

• Run the query

• Save the query as m02q12 and close it-47-

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Crosstab Queries (1 of 2)

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• A crosstab query calculates a statistic for data grouped by two different types of information. One type forms the row heading and the other forms the column heading

• The following crosstab shows the total costs grouped by both the state and vendor name

Page 49: Shelly Cashman: Microsoft Access 2019

Crosstab Queries (2 of 2)

• To Create a Crosstab Query

• Click the Query Wizard button [Create tab | Queries group] to display the New Query dialog box

• Click Crosstab Query Wizard (New Query dialog box)

• Click OK button to display the Crosstab Query Wizard dialog box

• With Tables option selected, Click Tables: Veterinary Vendors

• Click Next button

• Click State field and click add (>) to select State for row headings

• Click Next button to display next Crosstab Query Wizard screen

• Add (>) “Vendor Name” for column headings then Click Next

• Add (>) “Cost” to select the field for the calculation (Sum)

• Click Next and if needed type “Veterinary Vendors_Crosstab”

• Click Finish button and close the query-49-

Page 50: Shelly Cashman: Microsoft Access 2019

Customizing the Navigation Pane

• You can change the way objects are organized on the Navigation Pane

• To Customize the Navigation Pane

• If necessary, click the Shutter Bar Open/Close Button to open the Navigation Pane

• Click the Navigation Pane arrow to produce the Navigation Pane menu

• Click the desired option (Tables and Related Views) to organize the Navigation Pane

• If needed, right-click the Navigation Pane and click Search Bar

• Type “ap” as the search string to restrict the objects displayedto only those containing “ap”

• Clear the search string by clicking “Clear Search String” button-50-