access session 4

Using Queries to Select Data

Database Operation in Table Datasheet view Retrieve, sort and group data Limit results Evaluate expressions

Table Datasheet view Operations (Sort and Filter)

how to.
Records menu Table Datasheet toolbar

Filter by Selection Excel concept of AutoFilter Filter by Form Excel concept of Custom Filter

Comparison and Logical Operators

Comparison = > >=
Equals Greater than Greater than or equal

Logical Or And
Meets any one condition Meets all conditions Negates arguments

< <= <>

Is

Less Than Greater than or equal Not equal

SQL equivalent to equal sign

Not

Falls into two extremes and Between includes the Like String matches a pattern extremes

Query Preliminaries
Queries are used to sort, filter, add, delete, and modify data in MS Access databases use queries to request data for forms, reports, and controls when an object relies on specific data rather than on all the data in the underlying table.

Query Types

1/2

Select: retrieve data that meets specific conditions, group records for viewing summary data, and display calculations performed on data fields Action: modify existing data in some way, used to delete, update, and append data or to create a new table.

Query Types

2/2

Parameter: prompt you for criteria before running the actual query Crosstab: summarize data and then group the summarized values into categories SQL: include union, pass-through and datadefinition queries, require specific SQL commands, that you must compose in SQL view

the query environment

query Design view: identify the tables and queries that you want to include in your query. and create & view queries

field list: upper part window displays a field list for each table or query design grid: lower part window, define the querys fields and accept expressions as criteria for limiting the results of the query

SQL view: translated query design view into Jet Structured Query Language.

Common SQL keywords

AS: creates a clause that specifies an expression or value and the field name associated with it DISTINCTROW: exclude duplicate records from the query FROM: Create a clause specifying the table or query from which fields are taken for the query ORDER BY: Crates a clause containing a list of fields to be included in the query

SELECT: creates a clause containing a list of fields to be includes in the query UNION: Combines two sets of records into a single set WHERE: Creates a clause with a condition (or set of conditions) for filtering query records.

The Simple Query wizard Summarizing Data using the Wizard Retrieving Data using the Design view
1. 2.

click new, then add fields from the Show table window execute the query using the Run button from the Query Design toolbar

5 methods for adding fields to the design grid

double-click the field in the field list drag the field to a column double-click or drag the * in the field list field drop-down list type the field name in a columns Field cell

other design grid components

Sorting Records: using the Sort cell Computing totals for group records: using Group by Drop-down list (view menu, totals) Limiting Data: using the Criteria or Or cell

Crosstab

Crosstab query is a query that groups summarized data by categories, a more compact way to group and summaries record Crosstab vs PivotTable

both summarize data using aggregate functions PivotTables are more powerful because they can display the detailed data behind those subtotals and grand totals without affecting the groups

Crosstab vs PivotTable (cont.)

column headings: PivotTables (multiple) while Crosstab (one) PivotTables also include crossfoot totals, Crosstab none PivotTables: quicker to produce and more flexible that crosstab queries

To sum it up

datasheet sorting & filtering vs. queries

Both can be manipulated using the design grid area Queries: saved objects

Manipulate the query design view, design grid area