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chapter2

This document provides a comprehensive guide on querying a database using Microsoft Access 2019, covering topics such as creating queries in Design view, applying criteria, sorting data, joining tables, and performing calculations. It includes step-by-step instructions for various query functions, including the use of comparison operators, wildcards, and parameter queries. Additionally, it addresses how to manage duplicates, add captions, and calculate statistics within queries.

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quang.tientransg
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© © All Rights Reserved
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2 views

chapter2

This document provides a comprehensive guide on querying a database using Microsoft Access 2019, covering topics such as creating queries in Design view, applying criteria, sorting data, joining tables, and performing calculations. It includes step-by-step instructions for various query functions, including the use of comparison operators, wildcards, and parameter queries. Additionally, it addresses how to manage duplicates, add captions, and calculate statistics within queries.

Uploaded by

quang.tientransg
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 23

Shelly Cashman: Microsoft Access 2019

Module 2: Querying a Database

1
Project-Querying a Database

• Roadmap
• Create queries in Design view
• Use criteria in queries
• Sort data in queries
• Join tables in queries
• Perform calculations in queries

2
Query

• A query is a question you ask your database regarding the


data contained in that database
• An example of a query is to show all the Account Names and
Account numbers
• A criteria is a condition you can add to your query
• An example of a criteria is to show Account info if the
Amount Paid is less than or equal to 20000.
• Your database will provide answers to your questions
(queries) when you run your queries

3
Creating Queries in the Design View
• Close the tables
• Click CREATE on the ribbon to
display the CREATE tab
• Click the Query Design button to
create a new query
• Click on the desired table name
and click on Add
• Click the Close button to remove the dialog box from the screen

4
Creating Queries – Cont.
• Drag the lower edge of the field list down far enough so all
fields in the table appear

5
Creating Queries – Cont.

• To Add Fields to the Design Grid


• Double-click each field to add to the query
• Click on the Run button to see the result of the query

6
Creating Queries with Criteria

• Click the Criteria row for the field


• Type the criteria
• Click the Run button to run the query
• Click the Save button
• Type the name of the query and click
on OK

7
Clearing the Design area (Design Grid)

• In order to save time when creating multiple


queries, after saving the query you
can Clear the Design Grid
• Open the query in Design view
• Click just above the column heading in the
first column in the grid to select the column
• Drag the mouse over the last column heading
to select all the columns
• Press the DELETE key to clear the design grid
• Make sure to save each query using the Save As option so you
don’t overwrite the previous query

8
Creating Queries – Using Comparison
Operators for Dates
• To Use a Comparison Operator in a Criterion
• Open the query in Design view
• Enter the criterion with a comparison operator

9
Sorting

• To Sort Data in a Query


• Open the query in Design view
• Click the Sort row below the field
you wish to sort, and then click the
Sort row arrow to display the sort
orders (Ascending/Descending)
• Click the desired sort order

10
Creating Queries – AND

• To Use a Compound Criterion Involving AND


• Open the query in Design view
• Add the criteria for all the desired fields in the Criteria row

11
Creating Queries – OR

• To Use a Compound Criterion Involving OR


• Open the query in Design view
• Add criterion for one field to the
Criteria row
• Add criterion for another field in
the OR row (the row below the
Criteria row)
• As long as either one of the
conditions are true, the records
will display in the result

12
Creating Queries – No Show

• To Use Criteria for a Field Not Included in the Results


• With the desired query open, click the Show check box to
remove the check mark for a field containing criteria

13
Creating Queries -- Wildcards

• There are two Wildcard


characters: * and ?
• Asterisk (*) replaces any number
of characters
• Question Mark (?) replaces
only one character
• Lets assume you want to search for
words containing two characters
starting with letter M.
- You can use M? as the condition
• If you want to search for words
containing any number of characters starting with letter M.
- You can use M* as the condition
14
Creating Queries – Parameter Query

• To Create a query that asks for the condition as you run the
query, you should create a Parameter Query
• Type a question inside square brackets [ ] under the Criteria
row of the desired field (In this example, City)
• Run the query
• Type the desired condition
(In this example type
Granger)
• You should see the result

15
Removing Duplicates

• To Omit Duplicates
• After adding the desired
field, click an empty field
in the design grid
• Click the Property Sheet
button
• Click the Unique Values property box, and then click the arrow
that appears to produce a list of available choices
• Click Yes and run the query

16
Joining Tables

• To Join Tables
• Click the Query Design button to create a new query
• Add two related tables to the new query
• Add the desired fields from each table to the query
• To Change Join Properties
• Open the query 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

17
Adding Criteria to a Join Query

• To Restrict the Records in a Join


• Open the query containing a join
• Type the criterion for the desired field

18
Calculations – Calculated Fields

• To Use a Calculated Field in a Query


• Add the desired fields
• Right-click the first empty field in the design grid to display a
shortcut menu
• Click Zoom on the shortcut menu to display the Zoom dialog
box

19
Calculations – Cont.

• Type the formula using the


following syntax:
• Title: [Field Name]…..
• Example:
- Tax: [Current Due] *.1
• To format the calculated field,
on the Property Sheet
click on the Format option, and
select Currency

20
Caption

• To Change a Caption
• Open the query in Design view
• Click the field in the design grid to which you wish to add the
caption, and then click the Property Sheet button to display the
properties for the field
• Click the Caption box, and then type the desired caption
• Close the property sheet by clicking the property Sheet button
a second time

21
Functions or Statistics

• To Calculate Statistics
• Click the Totals button to include the Total row in the design
grid
• Add the field for which you
wish to total
• Click the Total arrow to display
the Total list
• Select the desired function
• After running the query, click
the Totals button again to
remove the Total row

22
Functions or Statistics – Cont.

• To group the functions based on a field such as Account


Manager number
-Select the Group By from the Total row

23

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