Tutorial 5 Creating Advanced Queries and Enhancing …home.ku.edu.tr/.../indr481_fall2015/indr481_fall2015_tutorial5.pdf · Tutorial 5 Creating Advanced Queries and ... – Use the

Microsoft Access 2013® ®

Tutorial5CreatingAdvancedQueriesand

EnhancingTableDesign

XPXPXPObjectives• Session5.1– Reviewobjectnamingstandards– UsetheLike,In,Not,and&operatorsinqueries– FilterdatausinganAutoFilter– UsetheIIffunctiontoassignaconditionalvaluetoacalculatedfieldinaquery

– Createaparameterquery

NewPerspectivesonMicrosoftAccess2013 2

XPXPXPObjectives(Cont.)• Session5.2– Usequerywizardstocreateacrosstabquery,afindduplicatesquery,andafindunmatchedquery

– Createatopvaluesquery


XPXPXPObjectives(Cont.)• Session5.3– Modifytabledesignsusinglookupfields,inputmasks,anddatavalidationrules

– Identifyobjectdependencies– ReviewaLongTextfield’sproperties– Designateatrustedfolder


XPXPXPCreatingAdvancedQueriesandEnhancingTableDesign• Case- ChathamCommunityHealthServices

Making theClinicDatabaseEasiertoUse

• UserisinterestedintakingbetteradvantageofthepowerofAccesstomakethedatabaseeasiertouseandtocreatemoresophisticatedqueries

• Useralsoneedsasummarizedlistofinvoiceamountsbycity


XPXPXPCreatingAdvancedQueriesandEnhancingTableDesign(Cont.)


XPXPXPCreatingAdvancedQueriesandEnhancingTableDesign(Cont.)


XPXPXPReviewingtheClinicDatabase

• TheNavigationPanedisplaystheobjectsgroupedbyobjecttype– Eachobjectnamehasaprefixtag—atblprefixtagfortables,aqryprefixtagforqueries,afrmprefixtagforforms,andarptprefixtagforreports

– Allthreecharactersineachprefixtagarelowercase.Thewordimmediatelyafterthethree-characterprefixbeginswithanuppercaseletter

– Usingobjectprefixtags,youcanreadilyidentifytheobjecttype,evenwhentheobjectshavethesamebasename

– Objectnameshavenospaces,becauseotherdatabasemanagementsystemsdonotpermitmakingiteasyduringconversionstothosesystems


XPXPXPUsingPatternMatchinaQuery


• Apatternmatchselectsrecordswithavalueforthedesignatedfieldthatmatchesthepatternofasimpleconditionvalue

• TheLikecomparisonoperatorselectsrecordsbymatchingfieldvaluestoaspecificpatternthatincludesoneormoreofthesewildcardcharacters:asterisk(*),questionmark(?),andnumbersymbol(#)– Theasteriskrepresentsanystringofcharacters,thequestionmarkrepresentsanysinglecharacter,andthenumbersymbolrepresentsanysingledigit

XPXPXPUsingPatternMatchinaQuery(Cont.)


XPXPXPUsingaList-of-ValuesMatchinaQuery


• Alist-of-valuesmatchselectsrecordswhosevalueforthedesignatedfieldmatchesoneoftwoormoresimpleconditionvalues– CouldincludeseveralOrconditionsinthedesigngrid,butthereisaneasierandclearerwaytodothis• TheIncomparisonoperatorletsyoudefineaconditionwithalistoftwoormorevaluesforafieldthatselectandincludethoserecordinthequeryresults

XPXPXPUsingtheNotLogicalOperatorinaQuery


• TheNotlogicaloperatornegatesacriterionorselectsrecordsforwhichthedesignatedfielddoesnotmatchthecriterion

XPXPXPUsinganAutoFiltertoFilterData


• YoucanusetheAutoFilterfeaturetochooserestrictionsfasterandwithmoreflexibilitythanusingtheconditionandOrlogicaloperator

XPXPXPUsinganAutoFiltertoFilterData(Cont.)


XPXPXPAssigningaConditionalValuetoaCalculatedField• NullFieldsarefieldsinarecorddoesnotcontainanyinformationatall

• Afieldinarecordthatcontainsanydataatall—evenasinglespace—isnonnull– TocombinenonnullLastNameandFirstNamefields,youcanusetheexpressionLastName&“,“&FirstName• The&(ampersand)operatorisaconcatenationoperatorthatjoinstextexpressions

• Concatenation referstojoiningtwoormoretextfieldsorcharactersencapsulatedinquotes


XPXPXPAssigningaConditionalValuetoaCalculatedField(Cont.)• TheIIf(ImmediateIf)functionassignsonevaluetoacalculatedfieldorcontrolifaconditionistrue,andasecondvalueiftheconditionisfalse– TheIIffunctionhasthreeparts:aconditionthatistrueorfalse,theresultwhentheconditionistrue,andtheresultwhentheconditionisfalse

– EachpartoftheIIffunctionisseparatedbyacomma– TheIsNullfunctiontestsafieldvalueoranexpressionforanullvalue;ifthefieldvalueorexpressionisnull,theresultistrue;otherwise,theresultisfalse


XPXPXPAssigningaConditionalValuetoaCalculatedField(Cont.)










XPXPXPCreatingaParameterQuery• Aparameterquerydisplaysadialogboxthatpromptstheusertoenteroneormorecriteriavalueswhenthequeryisrun– Thevalueenteredintothepromptcausesthequerytoselectonlythoserecordswithfieldvaluefromthetable


XPXPXPCreatingaParameterQuery(Cont.)


XPXPXPCreatingaMoreFlexibleParameterQuery


• Mostuserswantaparameterquerytodisplaytherecordsthatmatchtheparametervaluetheuserentersortodisplayallrecordswhentheuserdoesn’tenteraparametervalue– Toprovidethisfunctionality,youcanchangethevalueintheCriteria

boxinthedesigngridforthespecifiedcolumn– PrefixtheLikeoperatortotheoriginalcriterionandconcatenatethe

criteriontoawildcardcharacter

XPXPXPAdvancedQueryWizards


XPXPXPCreatingaCrosstabQuery


XPXPXPCreatingaCrosstabQuery(Cont.)




• ThequickestwaytocreateacrosstabqueryistousetheCrosstabQueryWizard





XPXPXPCreatingaFindDuplicatesQuery


• Afindduplicatesqueryisaselectquerythatfindsduplicaterecordsinatableorquery– YoucancreatethistypeofqueryusingtheFindDuplicatesQueryWizard

• AfindduplicatesquerysearchesforduplicatevaluesbasedonthefieldsyouselectwhenansweringtheWizard’squestions

XPXPXPCreatingaFindUnmatchedQuery


• Afindunmatchedqueryisaselectquerythatfindsallrecordsinatableorquerythathavenorelatedrecordsinasecondtableorquery– UsetheFindUnmatchedQueryWizardtocreatethistypeofquery

XPXPXPCreatingaFindUnmatchedQuery(Cont.)


XPXPXPCreatingaTopValuesQuery


• Usersmightwanttolimitthenumbertoamoremanageablesizebydisplaying,forexample,justthefirst10records– TheTopValuespropertyforaqueryletsyoulimitthenumberofrecordsinthequeryresults

XPXPXPCreatingaTopValuesQuery(Cont.)


XPXPXPLookupFieldsandInputMasks


XPXPXPCreatingaLookupField


• Dataentryiseasierifusersdonotneedtorememberthecorrectvaluesforfields

• Alookupfieldletstheuserselectavaluefromalistofpossiblevalue

• UseaLookupWizardfieldinAccesstocreatealookupfieldinatable

XPXPXPCreatingaLookupField(Cont.)


XPXPXPCreatingaLookupField(Cont.)


XPXPXPUsingtheInputMaskWizard


• Aliteraldisplaycharacterisaspecialcharacterthatautomaticallyappearsinspecificpositionsofafieldvalue– likehyphensinasocialsecuritynumber– Toincludethesecharacters,youneedtocreateaninputmask,whichisapredefinedformatusedtoenteranddisplaydatainafield

• AneasywaytocreateaninputmaskistousetheInputMaskWizard whichguidesyouincreatingapredefinedformatforafield– YoumustbeinDesignviewtousetheInputMaskWizard

XPXPXPUsingtheInputMaskWizard(Cont.)










XPXPXPIdentifyingObjectDependencies


• Anobjectdependencyexistsbetweentwoobjectswhenachangetothepropertiesofdatainoneobjectaffectsthepropertiesofdataintheotherobject– DependenciesbetweenAccessobjects,suchastables,queries,andforms,canoccurasrelationshipsorusingaquerytoobtainvaluesfrommorethanonetable.

– Anyformorreportthatusesfieldsfromaqueryisdirectlydependentonthequeryandisindirectlydependentonthetablesthatprovidethedatatothequery

• TheObjectDependenciespanedisplaysacollapsiblelistofthedependenciesamongtheobjectsinanAccessdatabase

XPXPXPIdentifyingObjectDependencies(Cont.)


XPXPXPDefiningDataValidationRules


• DefiningFieldValidationRules– Topreventauserfromenteringanunacceptablevalueinafield,youcancreateafieldvalidationrulethatverifiesafieldvaluebycomparingittoaconstantortoasetofconstants• YoucreateafieldvalidationrulebysettingtheValidationRuleandtheValidationTextfieldproperties• TheValidationRulepropertyvaluespecifiesthevalidvaluesthatuserscanenterinafield.• TheValidationTextpropertyvaluewillbedisplayedinadialogboxifauserentersaninvalidvalue

XPXPXPDefiningDataValidationRules(Cont.)




• DefiningTableValidationRules– Tomakesurethatthevalueauserentersisnotlargerthanthemaximumfieldvalue,youcancreateatablevalidationrule

– UsetheValidationRuleandValidationTextpropertiesandsetthesepropertiesforthetableinsteadofforanindividualfield

– Useatablevalidationrulebecausethisvalidationinvolvesmultiplefields

– Afieldvalidationruleisusedwhenthevalidationinvolvesarestrictionforonlytheselectedfield,anddoesnotdependonotherfields



XPXPXPWorkingwithLongTextFields


• UseaLongTextfieldtostorelongcommentsandexplanations

• ShortTextfieldsarelimitedto255characters,butLongTextfieldscanholdupto65,535characters– ShortTextfieldslimityoutoplaintextwithnospecialformatting

– LongTextfieldsstoreplaintextsimilartoShortTextfieldsortostorerichtext,whichyoucanselectivelyformatwithoptionssuchasbold,italic,anddifferentfontsandcolors

XPXPXPWorkingwithLongTextFields(Cont.)


XPXPXPWorkingwithLongTextFields(Cont.)


XPXPXPDesignatingaTrustedFolder


• Adatabaseisafile,andfilescancontainmaliciousinstructionsthatcandamageotherfilesonyourcomputerorfilesonothercomputersonyournetwork

• Unlessyoutakespecialsteps,Accesstreatseverydatabaseasapotentialthreattoyourcomputer

• Onespecialstepthatyoucantakeistodesignateafolderasatrustedfolderwhich isafolderonadriveornetworkthatyoudesignateastrustedandwhereyouplacedatabasesyouknowaresafe

XPXPXPDesignatingaTrustedFolder(Cont.)


Documents

Tutorial 5 Creating Advanced Queries and Enhancing …home.ku.edu.tr/.../indr481_fall2015/indr481_fall2015_tutorial5.pdf · Tutorial 5 Creating Advanced Queries and ... – Use the